IFF Event Handbook

International Floorball Federation 2012

International Floorball Federation (IFF) International Floorball Federation (IFF) International Floorball Federation (IFF) International Floorball Federation (IFF) IFF Event HandbookIFF Event HandbookIFF Event HandbookIFF Event Handbook

1. Introduction1. Introduction1. Introduction1. Introduction

IFF IFF IFF IFF Event HandbookEvent HandbookEvent HandbookEvent Handbook How to organise successfulHow to organise successfulHow to organise successfulHow to organise successful

Floorball EventsFloorball EventsFloorball EventsFloorball Events

IntroductionIntroductionIntroductionIntroduction

International Floorball Federation (IFF) International Floorball Federation (IFF) International Floorball Federation (IFF) International Floorball Federation (IFF) IFF Event HandbookIFF Event HandbookIFF Event HandbookIFF Event Handbook Page Page Page Page 1111


IntroductionIntroductionIntroductionIntroduction This is the 2nd edition of the IFF Event Handbook, and is the result of a process that started in 2005, when the discussion of the need of having more specific guidelines, or even require-ments, for organisers of international Floorball events started. The result of this process was the IFF Event Handbook launched in connection to the WFC 2010 in Helsinki, Finland, which has now been updated with the experience of more events and more information, and that we hope will become the backbone of the planning process for all future organisers of IFF Events. The Event Handbook does not replace the Organiser’s Regula-tions or the Contract signed with the IFF concerning the organi-sation of an IFF Event, but it gives valuable advice about how an Event can be organised and what expectations IFF have and how IFF sees the organisation of these Events. Experience has shown that all organisers, regardless of the level of the competition they are organising, face similar types of challenges and difficulties. The objective of this Handbook is to give future organisers a benchmark and ideas of what, firstly, is required in relation to rules and regulations in Floorball and, secondly, usually stipulated by the organising agreement signed between the IFF and the National Association organising the event. The Handbook doesn't supersede the regulations or agreements, but is aimed to act as a manual and a check-list of what should be kept in mind. The background research for this Handbook has been made and collected during the numerous IFF events since 2005. Many organisers have applied extremely intelligent and creative solu-tions which the IFF Administration have used to explain the width of what is needed to consider when you are to organise an International Floorball Event, for example the World Floor-ball Championships. Even though the manual is aimed for or-ganisers of the main events, it is also well-suited to the organ-isers of smaller IFF events. It can be used by adapting it to the scale of the tournament, keeping in mind that most of the venue-related issues are important for all organisers. The overall objective is to form a standard where the organisa-tion of IFF events, from a structural point of view, looks the same regardless of where they are organised or by whom, but the diversity comes from the message the local organiser gives to the event. The Handbook can help to provide the overall outline for the organising process.

The Handbook is divided into eight different chapters: Competition, Logistics, Anti-doping, Marketing, Media, VIP, IFF Officials and Adjacent services. In each chapter, a number of separate functions and duties are outlined, giving the possi-bility to divide special tasks out from a bigger entity, still keeping the general look and feel for the whole project. The document is built to be a planning tool, defining the needed resources and materials. Each section describes the responsibility of each smaller unit and is built around what needs to be done in order to secure that each specific function in the Event works. The Handbook is aimed to give an idea of what the timeline for the planning process should be and give ideas of how to solve the practical issues. In each section, there are “Plan your own event” pages, in which the different tasks needed to be fulfilled are included, as well as the proposed timeline build-up. Additionally, there are a num-ber of check-lists, a resource allocation component and a list of needed materials. It goes without saying, that this is a living document and that not all details have been incorporated here, therefore the IFF administration will continue to update the handbook on a regular basis. It is essential to keep the overall picture clear when entering the planning process of an Event and try to use the experience of previous organisers when building the master plan of the Event. The organisation will not lose its own identity, just save a lot of time, which can be used to tone the Event in the way the organiser wishes too. The sincere wish of IFF is that the document will assist our Member Associations, the cities where Floorball Championships are played and the Floorball community at large to enhance the level of our main product - the international competitions. The IFF wants to extend our sincere gratitude to all persons and organisations, both inside and outside the Floorball Com-munity, who have with their personal input helped in the process to create this Handbook. A special thank goes to the IFF employees who have analysed and evaluated the existing material, combined the different experiences and created this document. In Helsinki, on the 5th of May 2012

John Liljelund Secretary General



Table of ContentsTable of ContentsTable of ContentsTable of Contents

2. COMPETITION2. COMPETITION2. COMPETITION2. COMPETITION

IFF EventsIFF EventsIFF EventsIFF Events 1111

Organising CommitteeOrganising CommitteeOrganising CommitteeOrganising Committee 2222

Information to TeamsInformation to TeamsInformation to TeamsInformation to Teams 3333

Competition OfficeCompetition OfficeCompetition OfficeCompetition Office 4444

VenueVenueVenueVenue 6666

FlooringFlooringFlooringFlooring 9999

Match SecretariatMatch SecretariatMatch SecretariatMatch Secretariat 11111111

Statistics Team Statistics Team Statistics Team Statistics Team 13131313

Speaker & DJSpeaker & DJSpeaker & DJSpeaker & DJ 15151515

Speaker InstructionsSpeaker InstructionsSpeaker InstructionsSpeaker Instructions 16161616

Music & Lights Music & Lights Music & Lights Music & Lights 17171717

Ceremonies Ceremonies Ceremonies Ceremonies 19191919

Medal CeremoniesMedal CeremoniesMedal CeremoniesMedal Ceremonies 20202020

Ceremony SchedulesCeremony SchedulesCeremony SchedulesCeremony Schedules 21212121

FlagsFlagsFlagsFlags 24242424

Venue StaffVenue StaffVenue StaffVenue Staff 26262626

Rink SquadRink SquadRink SquadRink Squad 28282828

First AidFirst AidFirst AidFirst Aid 30303030

SecuritySecuritySecuritySecurity 32323232

Team GuidesTeam GuidesTeam GuidesTeam Guides 34343434

3. FINANCE & LOGISTICS3. FINANCE & LOGISTICS3. FINANCE & LOGISTICS3. FINANCE & LOGISTICS

Budgeting the Event Budgeting the Event Budgeting the Event Budgeting the Event 1111

AccreditationAccreditationAccreditationAccreditation 3333

TransportationTransportationTransportationTransportation 5555

Material TransportationMaterial TransportationMaterial TransportationMaterial Transportation 7777

AccommodationAccommodationAccommodationAccommodation 9999

CateringCateringCateringCatering 11111111

Volunteer Management Volunteer Management Volunteer Management Volunteer Management 13131313

CommunicationsCommunicationsCommunicationsCommunications 15151515

1. INTRODUCTION1. INTRODUCTION1. INTRODUCTION1. INTRODUCTION

IntroductionIntroductionIntroductionIntroduction 1111

Table of ContentsTable of ContentsTable of ContentsTable of Contents 2222

Persons Responsible Persons Responsible Persons Responsible Persons Responsible 3333

4. ANTI4. ANTI4. ANTI4. ANTI----DOPINGDOPINGDOPINGDOPING AntiAntiAntiAnti----DopingDopingDopingDoping 1111

Doping Control RoomDoping Control RoomDoping Control RoomDoping Control Room 2222

Doping ControlDoping ControlDoping ControlDoping Control 3333

Say NO! To Doping CampaignSay NO! To Doping CampaignSay NO! To Doping CampaignSay NO! To Doping Campaign 5555

7. VIP SERVICES7. VIP SERVICES7. VIP SERVICES7. VIP SERVICES VIP GuestsVIP GuestsVIP GuestsVIP Guests 1111

VIP RoomVIP RoomVIP RoomVIP Room 2222

6. MEDIA6. MEDIA6. MEDIA6. MEDIA Media in GeneralMedia in GeneralMedia in GeneralMedia in General 1111

Media AccreditationMedia AccreditationMedia AccreditationMedia Accreditation 2222

Media HostsMedia HostsMedia HostsMedia Hosts 5555

Press KitPress KitPress KitPress Kit 7777

Press CentrePress CentrePress CentrePress Centre 10101010

Press StandsPress StandsPress StandsPress Stands 12121212

Press ConferencesPress ConferencesPress ConferencesPress Conferences 14141414

PostPostPostPost----game Press Conferencesgame Press Conferencesgame Press Conferencesgame Press Conferences 16161616

Mixed ZoneMixed ZoneMixed ZoneMixed Zone 18181818

PhotographersPhotographersPhotographersPhotographers 19191919

TV ProductionTV ProductionTV ProductionTV Production 21212121

InternetInternetInternetInternet----TV & Match VideoTV & Match VideoTV & Match VideoTV & Match Video 24242424

Event WebsiteEvent WebsiteEvent WebsiteEvent Website 26262626

Social MediaSocial MediaSocial MediaSocial Media 27272727

5. MARKETING5. MARKETING5. MARKETING5. MARKETING Ticketing systemTicketing systemTicketing systemTicketing system 1111

Ticket allocationTicket allocationTicket allocationTicket allocation 3333

SponsorsSponsorsSponsorsSponsors 5555

CommercialsCommercialsCommercialsCommercials 8888

Arena commercialsArena commercialsArena commercialsArena commercials 10101010

Exhibition boothsExhibition boothsExhibition boothsExhibition booths 13131313

Match programmeMatch programmeMatch programmeMatch programme 15151515

8. IFF OFFICIALS8. IFF OFFICIALS8. IFF OFFICIALS8. IFF OFFICIALS IFF StaffIFF StaffIFF StaffIFF Staff 1111

Event JuryEvent JuryEvent JuryEvent Jury 2222

RefereesRefereesRefereesReferees 3333

MeetingsMeetingsMeetingsMeetings 6666

Daily ReportsDaily ReportsDaily ReportsDaily Reports 7777

9. ADJACENT SERVICES9. ADJACENT SERVICES9. ADJACENT SERVICES9. ADJACENT SERVICES Adjacent ServicesAdjacent ServicesAdjacent ServicesAdjacent Services 1111

APPENDIXESAPPENDIXESAPPENDIXESAPPENDIXES 1. IFF Organiser’s Regulations1. IFF Organiser’s Regulations1. IFF Organiser’s Regulations1. IFF Organiser’s Regulations



Persons Persons Persons Persons responsibleresponsibleresponsibleresponsible

Plan your Plan your Plan your Plan your

own event!own event!own event!own event!

COMPETITION ________________COMPETITION ________________COMPETITION ________________COMPETITION ________________

Organising Committee ________________Organising Committee ________________Organising Committee ________________Organising Committee ________________

Information to Teams ________________Information to Teams ________________Information to Teams ________________Information to Teams ________________

Competition Office __________________Competition Office __________________Competition Office __________________Competition Office __________________

Venue _________________________Venue _________________________Venue _________________________Venue _________________________

Flooring ________________________Flooring ________________________Flooring ________________________Flooring ________________________

Match Secretariat ___________________Match Secretariat ___________________Match Secretariat ___________________Match Secretariat ___________________

Statistics Team ____________________Statistics Team ____________________Statistics Team ____________________Statistics Team ____________________

Speaker & DJ _____________________Speaker & DJ _____________________Speaker & DJ _____________________Speaker & DJ _____________________

Music & Lights ____________________Music & Lights ____________________Music & Lights ____________________Music & Lights ____________________

Ceremonies _______________________Ceremonies _______________________Ceremonies _______________________Ceremonies _______________________

Flags __________________________Flags __________________________Flags __________________________Flags __________________________

Venue Staff ______________________Venue Staff ______________________Venue Staff ______________________Venue Staff ______________________

Rink Squad ______________________Rink Squad ______________________Rink Squad ______________________Rink Squad ______________________

First Aid _______________________First Aid _______________________First Aid _______________________First Aid _______________________

Security ________________________Security ________________________Security ________________________Security ________________________

Team Guides _____________________Team Guides _____________________Team Guides _____________________Team Guides _____________________

FINANCE & LOGISTICSFINANCE & LOGISTICSFINANCE & LOGISTICSFINANCE & LOGISTICS

Finance ________________________Finance ________________________Finance ________________________Finance ________________________

Accreditation _____________________Accreditation _____________________Accreditation _____________________Accreditation _____________________

Transportation ____________________Transportation ____________________Transportation ____________________Transportation ____________________

Material Transportation _______________Material Transportation _______________Material Transportation _______________Material Transportation _______________

Accommodation ___________________Accommodation ___________________Accommodation ___________________Accommodation ___________________

Catering _______________________Catering _______________________Catering _______________________Catering _______________________

Volunteer Management _______________Volunteer Management _______________Volunteer Management _______________Volunteer Management _______________

Communications ___________________Communications ___________________Communications ___________________Communications ___________________

Internet Services ___________________Internet Services ___________________Internet Services ___________________Internet Services ___________________

ANTIANTIANTIANTI----DOPINGDOPINGDOPINGDOPING AntiAntiAntiAnti----Doping _______________________Doping _______________________Doping _______________________Doping _______________________

Say NO! To Doping Campaign _____________Say NO! To Doping Campaign _____________Say NO! To Doping Campaign _____________Say NO! To Doping Campaign _____________

VIP VIP VIP VIP VIP Services _____________________VIP Services _____________________VIP Services _____________________VIP Services _____________________

MEDIA MEDIA MEDIA MEDIA Media in General __________________Media in General __________________Media in General __________________Media in General __________________

Media Accreditation _________________Media Accreditation _________________Media Accreditation _________________Media Accreditation _________________

Media Hosts _____________________Media Hosts _____________________Media Hosts _____________________Media Hosts _____________________

Press Kit _______________________Press Kit _______________________Press Kit _______________________Press Kit _______________________

Press Centre & Stands _______________Press Centre & Stands _______________Press Centre & Stands _______________Press Centre & Stands _______________

Press Stands _____________________Press Stands _____________________Press Stands _____________________Press Stands _____________________

Press Conferences __________________Press Conferences __________________Press Conferences __________________Press Conferences __________________

Mixed Zone ______________________Mixed Zone ______________________Mixed Zone ______________________Mixed Zone ______________________

Photographers ____________________Photographers ____________________Photographers ____________________Photographers ____________________

TV Production ____________________TV Production ____________________TV Production ____________________TV Production ____________________

InternetInternetInternetInternet----TV & Match Video _____________TV & Match Video _____________TV & Match Video _____________TV & Match Video _____________

Event Website ____________________Event Website ____________________Event Website ____________________Event Website ____________________

Social Media _____________________Social Media _____________________Social Media _____________________Social Media _____________________

MARKETING MARKETING MARKETING MARKETING Marketing _______________________Marketing _______________________Marketing _______________________Marketing _______________________

Ticketing ________________________Ticketing ________________________Ticketing ________________________Ticketing ________________________

Sponsors ________________________Sponsors ________________________Sponsors ________________________Sponsors ________________________

Commercials ______________________Commercials ______________________Commercials ______________________Commercials ______________________

Arena commercials __________________Arena commercials __________________Arena commercials __________________Arena commercials __________________

Exhibition booths ___________________Exhibition booths ___________________Exhibition booths ___________________Exhibition booths ___________________

Match programme ___________________Match programme ___________________Match programme ___________________Match programme ___________________

IFF OFFICIALSIFF OFFICIALSIFF OFFICIALSIFF OFFICIALS IFF StaffIFF StaffIFF StaffIFF Staff & Jury ___________________& Jury ___________________& Jury ___________________& Jury ___________________

Referees ________________________Referees ________________________Referees ________________________Referees ________________________

Meetings ________________________Meetings ________________________Meetings ________________________Meetings ________________________

Daily Reports _____________________Daily Reports _____________________Daily Reports _____________________Daily Reports _____________________

ADJACENT SERVICESADJACENT SERVICESADJACENT SERVICESADJACENT SERVICES Adjacent Services ___________________Adjacent Services ___________________Adjacent Services ___________________Adjacent Services ___________________


2. Competition

2. Competition

2. Competition

2. Competition



CompetitionCompetitionCompetitionCompetition

International Floorball Federation (IFF) IFF Event Handbook Page 1

2. CompetitionIFF EventsThe IFF organises World Championships both men and women,adult and U19. In addition to these national team events, theIFF also organises the Champions Cup and the EuroFloorballCup for national club team champions in Europe.

U19 WORLD FLOORBALL CHAMPIONSHIPSFINAL ROUND Organised in May every year, even years for women U19

and odd years for men U19 A-division with 8 teams and B-division with 8 teams A 5 day tournament played in two venues

Qualifications Qualifications to the B-division in September the year pre-

ceding the Final round Normally played in one venue over 4-5 days, depending on

the number of participating teams per qualification tourna-ment

CHAMPIONS CUP (CC) Organised in October every year for men and women For national club champions in Europe 6 men’s and 6 women’s teams Participation right to the event is based on a 4-year

national team ranking Participating teams:

Club champions from Top 4 ranked nations Winner of the previous year’s EFC A 2nd team from the organising country

A 5 day tournament played in one venueWORLD FLOORBALL CHAMPIONSHIPS (WFC)

Final round Organised in December every year, even years for men and

odd years for women Final round consists of 16 teams divided into 4 groups Normally a 8-9 day tournament played in two venues

Qualifications Organised in February the same year as the Final round Regional qualifications played in Europe, Asia-Oceania and

Americas Normally a 4-5 day tournament in one venue, the length

depends on the number of participating teams per qualifica-tion tournament

EUROFLOORBALL CUP (EFC)Final round Organised in October every year for men and women Participation is for national club champions from the 5th

and lower ranked nations in Europe 6 men’s and 6 women’s teams A 5 day tournament played in one venue

Qualifications Organised in August same year as the EFC Final round Regional qualifications divided into East and West Normally played in one venue over 4-5 days, depending

on the number of participating teams per qualificationtournament

ORGANISATIONAL FORMAT AND CO-OPERATIONThe IFF events are organised in co-operation with the IFF memberassociation of the host country. The IFF is the sole owner of the IFFevents and owns all rights of publicity including transmissions by radioand TV, video recordings and any other utilisation inherent to theevents.

The organiser must at all times ensure that the stipulations of the IFFOrganiser’s Regulations and the details agreed in the contract for theagreement of the Event are followed. It is crucial to provide this infor-mation to all the persons responsible in the organisation committee.

WORLD UNIVERSITY CHAMPIONSHIPS (WUC) Organised in May every even year for men and women in

the one event Organised by FISU in co-operation with the host student

association and the IFF. To be played according to theFISU regulations


2. CompetitionOrganising CommitteeOne of the most crucial single organs in the process of organising an event is the Organisation Commit-tee which, in this document, is referred to as the Local Organisation Committee (LOC). The LOC is thewindow towards the teams and the IFF. Therefore, it is important to both select the persons carefullyand start the planning in time.The IFF Competition Regulations along with the IFF Organiser’s Regulations, which outline the minimumrequirements that an organiser must fulfil, define the overall Event requirements that an OrganisingCommittee must provide.

ORGANISING COMMITTEE COMPOSITIONThe LOC should consist of the following functionsand responsibilities:Chairperson FinanceVenues TransportationAccommodation AccreditationCompetition & Teams CeremoniesMedical Services MarketingVIP services Media servicesSecurity Volunteers

BASIC TASKS Finance: Budgeting, ticket sales, advertising, sponsors Venues: Infrastructure, playing field, practice halls, chang-

ing rooms, doping control rooms Competition & Teams: Team guides, match schedule,

practice sessions, match secretary, statistics Transportation: Teams, IFF Officials, VIP’s, materials Accommodation: Team and IFF hotels, meeting rooms Accreditation: Team, IFF, LOC staff, VIPs, Media Ceremonies: Opening, closing and match ceremonies, best

player awards Medical services: First aid in venue, contact to hospitals,

doping tests VIP: Invitations, hospitality, VIP rooms, gifts Media: Media accreditation, press centre, website, logo,

internet access, printed match programme TV and Internet-TV: Host broadcaster, TV set-up, Marketing: Marketing rights, sponsors and partners,

image, promotion Volunteers: Recruitment, deployment and management

HOW TO GET STARTEDEach organiser, based upon their experience in organising events and theamount of resources they posses, must build an Organisation Committeethat fits the needs of the Event.

The organiser first needs to define what types of persons and functionsare required in the LOC. The IFF has defined what responsibilities theLOC has to cover, but how to divide the tasks is up to each organiser

It is good to define the tasks of the LOC, so that it is clear if it is aoperational or strategic planning body. If an operational approach ischosen, it is important to keep in mind that all information must beprepared for the LOC before it can start working, otherwise the processdoesn’t proceed

It is important to include persons with different skills and experience. Ifeveryone has the same background it might negatively effect the opera-tions of the LOC. Certain parts of a Floorball event are similar to anyother sports event, so those from outside of the Floorball world mighthave a lot to offer your organisation.

The LOC should not be too big, since it then loses its ability to operateefficiently. A group of 5-7 core personnel is usually ideal, but youmight need to have up to ten persons, depending how you organise itor how large your event is

Each LOC should try to have at least one employee who takes responsi-bility for arranging the practical details

The key knowledge that always has to be included in the LOC is thecompetition (Venues, Teams, statistics etc.), the logistical services(accommodation, transportation, accreditation, materials), VIP, Finance,Marketing and Press functions

The financial planning and follow-up is also one of the LOC’s key tasksand dedicating a person for this task early in the process helps tomonitor the financial side of the project. It is important not to over-emphasise the financial steering, but still to follow the financial plans

There are different ways to start the preparations, but building the LOCis one of the first things that needs to be done. You can have asmaller group making preparations early on, but the main LOC shouldbe established at least 18-24 months prior to the major events and atleast 8-12 months before smaller events

In this document we have included the IFF recommendation of how toorganise an IFF Event and ways to avoid some of the challenges thatlie ahead


2. CompetitionInformationto TeamsThe communication between teams and organiser isone of the elements for success from the organ-iser’s point of view. A lot of information is neededfrom the teams and, as we all know, it is some-times not that easy to receive that information.Therefore it is important to make clear time-linesfor teams and be prepared to send reminders.

TASKS AND DUTIES The IFF sends the contact information of the participating teams to

the organiser, based on the information received in registration FIRST CONTACT: Organiser informs the teams about dates, arrival city,

tournament city and venues. Organiser checks the validity of thecontact information received by the IFF

Co-ordinate the organiser’s time-line with IFF’s time-line for officialinformation asked from the teams (team lists, photos, team info)

INFO LETTER 1: Organiser sends the first information letter to theparticipating teams, including basic information of accommodationoptions and organiser’s services to the participants. It is important toask the arrival and departure information of teams. In this informationletter it is important to set the time-line for information needed fromthe teams.

OTHER INFO LETTERS: Based on the communication between the LOCand the teams, a detailed daily program can be built, including trans-portations, training sessions and other activities. Information abouttickets shall be sent to teams

The IFF will send an information package to the participating teamsincluding qualification of players, anti-doping information, meetings,etc. The IFF ask the teams to send lists of team delegations, teaminformation and photos to IFF, which the organiser can also use

During the event In order for the organiser to ensure that all the participants will have

the same information, IFF recommends that the organiser produces aTeam Manual for the event

The team manual shall be distributed upon arrival to the teams, teamguides, Jury, referee management, referees and IFF staff

Team boxes, where information to the teams can be placed, shall belocated in each venue and shall be checked regularly by the teamguide/team leader during the event

KEY INFORMATION TO TEAMS When and where the event is played Match schedule of the event Organisation and responsibilities of the LOC What type of accommodation is available Services provided by organiser (practice sessions, meals,

transportation, tickets, match videos, souvenirs, free timeprogram, etc.)

Organiser time-lines, when different info must be submitted Timetable for teams to build their daily program during the

event (important dates to submit information) Contact information both from LOC and participating teams

TIME-LINES FIRST CONTACT: 12 months prior (adult WFC), 8 months

prior (U19 WFC, EFC), 6 months prior (Qualifications) INFO LETTER 1: 9 months prior (adult WFC), 5 months

prior (U19 WFC, EFC), 2-3 months prior (Qualifications) OTHER INFO LETTERS / DEADLINE FOR TEAMS TO SEND

INFORMATION: 3-6 months prior (adult WFC), 2-3 monthsprior (U19 WFC, EFC), 1 month prior (Qualifications)

EXAMPLE CONTENT OF TEAM MANUAL Introduction Forewords (IFF, LOC, City) Welcoming words with introduction about event and city Organisation and contacts: phone list (LOC, team leaders,

team guides, jury, referee management, IFF staff, transpor-tation) and LOC organisation chart

Event pages: general information about the city, city map,venues, venue maps, accreditation system

Tournament pages: match schedule, locker room schedule,team colours, team rosters, starting line-up form, schedulebefore and after a match, ceremonies, IFF competitionregulations

Medical care: First aid, nearest hospitals, anti-doping infor-mation, doping control information

Individual team information: daily schedule for team withtransportations, training schedule

Information to IFF: transportation schedule, IFF hotel,meals, VIP access, special tournament events or functions

Media services: press conferences, mixed zone, press centre,live internet-TV, match videos, on-line statistics

Sponsors and partners Other information: team boxes, information about tickets


2. CompetitionCompetitionOffice

TASKS AND DUTIESGeneral Tasks: Each venue needs to have its own Competition Office, which

serves as a nerve centre and information provider for their ownorganisation. It might not always be a physical place, but just aperson/function.

Key information point for the venue and its staff. The main files of the competition are stored in the Competition

office, including all accreditation files, match reports, differentsector plans, event manuals etc.

Inform the different sectors of any changes to the plans andtherefore all information must go through the competition office.

Provide information to the teams and IFF One very important duty is to coordinate the volunteers, espe-

cially if there are a lot of them. The office must be equipped with printers, fax machines, com-

puters and a copying machine. Responsible for looking after all the materials that are used in

the event, and perhaps acting as a storage area Controlling the keys of the venue and keeping track of who has

them and where they are

Before the event: Collect all the needed equipment and materials for the event. Produce all needed documents, check-lists, key-lists, storage-lists

etc. Produce the work-lists and check the roles of the persons in the

office Check all technical devices Check the information flow between the different sectors

GENERAL Organise the event so that you can easily gather all the

information in the Competition office Demand that all information is communicated there Try to keep the physical distance to the IFF office as short as

possible - it will make running the competition much easier The back-up plans (Plan B) have to be in the Competition

office

During an event, there needs to be a control centre in the venue, so that everyone working for theorganisation knows where information and questions can be both collected and distributed.

This is the Competition Office, which serves as the key point for all communication and where all in-formation is to be collected. It is important to carefully coordinate what the Competition Office doesand what the other sectors do in order for their to be clear communication channels.

TASKS AND DUTIESDaily tasks: Daily reports to the teams and special information on program

changes or decisions made by IFF or LOC, through the teamboxes.

Distribution of filmed matches to the teams Information flow to the organisation on possible changes in the

program, through sms or an arranged internal system Reports from LOC morning and evening meetings Distribution of volunteers working lists and daily feedback on the

volunteers notice board Updating the accreditation office with all information related to

changes and additions Update lists of invited guests and VIP’s for the next day Organise the movement of the line-up forms Have a stand-by in the office for any emergency Distribution of LOC and IFF Daily Reports to all sectors


2. CompetitionCompetition

TIMELINE

Task Done1 to 6months

Recruit persons running the office at all timesRecruit persons to work in the office

3 weeks

Plan work shifts

Collect and prepare the equipment

Beforestart Educate volunteers in a briefing meeting

ResponsibilityDeadline

Plan yourown event!

NEEDED RESOURCES

Competition Office: One person running the office at all times 1-3 persons, depending on the event, to work in the office If the First Aid is coordinated through the Competition

office, then one person leading the First Aid team

NOTES:

NEEDED EQUIPMENT

Computer & printer Internet access Competition files: - Accreditation files, Match Reports, Sector

plans etc. Copying & fax machine Communication system to key persons in LOC organisation All materials for the different sectors according to their own

needs (keep in mind you need spares) Pre-paid phone cards Gifts and Best player awards

Person responsible: _____________________

Office


2. CompetitionVenueChoosing the venue for the event is one of themost important decisions for the LOC. A suitablevenue provides good conditions for a successfulevent. The venue for the competition must beapproved by the IFF.

BASIC REQUIREMENTSNumber of venues The number of venues shall be sufficient according to the amount

of participating teams in the IFF event. IFF prefers to concentratein as few venues as possible.

In principle, if there are more than 10 teams, two venues areneeded

Stadium agreements The host association must reserve the venues well in advance and

approve them with the IFF

Spectator capacity For Final Round events, venues should have a spectator capacity of

at least 3000 for adult World Championships and at least 1000for other events, such as U19 World Championships.

For the final matches (semi-finals, bronze & gold matches) of theadult World Championships, venues should have a spectator capac-ity of at least 8000 for the Men's WFC Finals and 4000 for theWomen’s WFC Finals

In the qualifications there are no fixed spectator requirements The size of the venue should be estimated according to the ex-

pected amount of spectators - a full arena for 300 spectators isbetter than an empty arena for 1000 spectators

Clean venue The tournament shall be played in venues free from binding adver-

tisements in the TV area There shall be no contradicting commercials to the present IFF

sponsors

Disturbance free venue There shouldn’t be any other activities in the arena which might

cause any disruption during the event Preferably there should be walls and spectator stands around the

field, the venue should not be a multi-arena separated by curtains

Parking Suitable parking must be available for buses of the teams as well

as the cars of the spectators A number of parking permits must be allocated for LOC and IFF Good connections with the public transportation is advisable

Venue inspections The IFF may inspect the venue and arrangements in due time prior

to the event. This is especially done if the venue is used for a firsttime in IFF events

Further inspections may be carried out if necessary

Exceptions The host association has the right to ask for exceptions concerning

the requirements for organising IFF events. The IFF will eitherapprove or deny the right for the organiser to make these excep-tions

CONSIDER THESE WHEN CHOOSING A VENUE Location - how easily can the venue be reached by the

spectators and teams? If two arenas are needed, is there apossibility for having the arenas in a walking distancefrom each other?

Size - how many spectators do you expect? What size ofvenue can you get sold out for the final matches?

Playing area - does the field level fulfil the requirementsof IFF? (Minimum size of available free space is 42x21m)

Facilities - is there suitable facilities for teams, referees,officials, spectators, parking, etc?

Temperature - does the venue have suitable ventilation,heating &/or airconditioning?

AVOID SUNLIGHT PROBLEMS If there are windows in the arena, problems with sunlight

shining to the field might occur Find out where the sun is shining on different times of

the day and take this into consideration when makingyour match schedule

If there is even a possibility that sun might shine to thefield, figure out a plan how to cover the windows

The covering plan shall be done in advance and tested,since the matches will be stopped in case of disturbingsunlight

Photo: Gregor Meier 2011


2. CompetitionVenue

SCOREBOARDS Scoreboards shall preferably be visible to the teams, refe-

rees, officials, press and spectators. Preferably there shouldbe two electric scoreboards

Scoreboards must display: Names of the teams, score,timing and period being played

If possible, also penalty timing, time-outs and results ofprevious periods shall be displayed

PLAYING AREA Length: 40 metres x Width: 20 metres (min. 38m x 18m) Free height of playing area: 7 metres (from rink surface) Minimum 1.5 metres free space between rink and wall on

all sides Playing surface: synthetic material or wood The floor for the main arena to all Final events shall be

provided by the IFF

PRACTICE HALLS Minimum: length 38 metres x width 18 metres Free height of playing area: 7 metres (from floor surface) Playing surface must be same as in tournament venues The practice area should be reserved for the use of one

team at a time, suiting the tournament program Teams shall bring their own balls and other equipment

SPACE REQUIREMENTSSpectator stands: All spectators must have an assigned seat. Provisional seating

installations will be permitted Facilities, such as cafeteria and toilets, should be available for the

spectators in the venue For disabled spectators there should be reserved seats with good

viewing positions and easy access with wheelchairs, support devicesand access to toilet facilities

Offices: Competition office with internet access, computers, printer, fax,

copying machine and other office equipment for the organiser Accreditation office with facilities to take photos and produce

accreditation cards (can be combined with the competition office) IFF office with internet access and printer for IFF officials Referee

lounge for referees and referee managementVIP room (read more in Chapter 7: VIP): VIP room with catering In addition, IFF can hire out 2-3 VIP spaces in the venue. The IFF

is responsible for the costs of these rooms.Media requirements (read more in Chapter 6: Media): Press centre Press conference room Mixed zone and photographer’s zone Media tribune (press stand) TV requirements Facilities for internet streaming crew (web-TV)Doping control area (read more in Chapter 4: Anti-Doping): Doping control area with waiting room and test room with toiletFirst aid room (read more on p.23 - First Aid): Medical examination room with first aid equipment


2. CompetitionVenue Plan your

own event!

EQUIPMENT FOR FIELD LEVEL

Match secretariat: Table and at least four chairs behind the table, with access to

electricity and internet Penalty benches, which can accommodate at least four persons

(including the penalty bench guard)Substitution benches: Substitution benches for each team shall accommodate at least 20

team members It is good to also have one garbage bin in each substitution zone

LOCKER ROOMS

For teams: Each team shall have their own locker room during training

sessions and matches The locker room shall be available for teams 30 minutes before

and after the training session, and 90 minutes prior and 60minutes after each match

If possible, the locker rooms should be equipped with at leastthree showers, toilet facilities, a massage table and benches

For referees: At least two locker rooms, preferably with shower and toilet,

shall be reserved for the referees There shall be separate facilities for both genders There shall be bottled water, fruits and light snacks available for

the referees in the locker room


RESERVED SEATS

Reserved seating for IFF according to a separate agreement 5 seats (2 VIP) per day per participating IFF Member Association

or club 27 seats per participating team, specially located Necessary number of seats for the accredited media Separate location for radio and television reporters and media

crewSpecial cases: Adult WFC: 2 VIP seats per IFF member association not taking

part in the event but participating in the IFF General Assemblyor Presidents & Secretary Generals meeting

EFC: in addition to 5 seats for club, also 3 seats (1 VIP) per IFFmember association with a club participating

Photo: Robert Pfiffner 2011


2. CompetitionFlooring

IFF FLOORINGIn all of the Final events, when the IFF flooring is used, thepreparations must be done carefully, otherwise the floor will notlook as good at the end of the tournament, as it does at thestart.

The ideal surface to install the IFF flooring on is a flat and uni-form wooden, concrete or synthetic floor. The IFF flooring isconstructed from several floor rolls, which are installed on top ofthe venue floor and attached with tape to each other and/or tothe venue floor, depending on the material. It is vital that thesurface where the rolls are laid out is clean and without anyobjects, since they will cause the floor to have “bubbles”. If youwill lay the flooring in an ice hockey hall, please read the“Installation on Ice cover” section (next page).

Read more about the storage and shipment of IFF flooring inChapter 3. Materials & Logistics. Gerflor has also made a guide forthe installation and removal of the Gerflor Sports Floor which canbe be provided to organisers if required.

INSTALLATION TIME It would be ideal to store the floor rolls for at least some

days in the arena before the installation so the temperature ofthe floor rolls will be the same as the temperature inside thearena. This helps to lay a flat flooring.

The floor rolls must be rolled open on the venue floor and leftresting for at least 12 hours before the installation can start.If there is limited space, you can store them on top of eachother.

After the resting time, the actual installation will take 3-4hours depending on the amount of persons and the experienceof the persons installing the floor and marking the game lines.

Make sure that you have all the equipment needed for theinstallation (taping machine, tape to attach the floor rolls, tapefor the lines, cart to move the rolls, etc.) If not, please informthe IFF office well in advance.

After the floor installation, time shall also be reserved toinstall the commercials to the floor and rink.

Remember to clean the floor directly after the assembly, sincethere will be dirt and dust from the floor and also some gluefrom tapes might still be on the surface.

When the tournament is finished, the commercials should firstbe taken off the floor and then the floor cleaned. The floormust then be rolled with the playing surface on the outside(ie. the floor roll must be turned upside down before rolling)

The floor shall be cleaned after each match, or even duringthe intermissions. Fine dirt and dust make the floor slipperyand dangerous for the players and it also damages the floor.

In order to have the same look and feel to allthe major IFF events, the same IFF flooring isused. The IFF flooring is provided by IFF’sflooring sponsor, Gerflor, based on a partner-ship agreement.


2. CompetitionFlooring

WAYS TO PREVENT CONDENSATION ON ICE Use ice cover plates which isolate the cold temperature of

the ice as much as possible If the isolation of the plates is not enough, build an inter-

val space between the ice cover plates and install veneerplywood on top of the interval space where the floor isthen installed

In the interval space, air can circulate between the icecover plates and the floor and the temperature differenceswill even out the collection of the humidity

The air circulation in the interval space can be strength-ened by pumping air into the interval space with a hose

Once the water has started to condensate on the floor, itis very hard to dry the floor. One way, however, is to usebig fans on both ends of the field to circulate the airinbetween the matches, during intermissions and at nighttime.

INSTALLATION ON ICECOVER The risk factors are humidity, loud game sounds, lack of ball

bouncing and bumps on the surface If there is too much tension between the ice covering plates

due to a compact installation, the ball does not bounce highenough on the surface and this affects the game

The ice cover plates should be attached to each other closelyand there should be as little height difference on the joiningpoints as possible (otherwise the floor will look like a chessboard when the floor is installed, which is especially problem-atic on TV)

If there is not enough isolation, the temperature difference ofthe surface and the air in the hall will cause humidity tocollect to the attachment line of each floor roll and thecondensed water is very dangerous for the players, sincewater on the surface of the flooring is extremely slippery. Ifthere is too much humidity in the flooring, you can’t dry theplaying surface.

The ice cover plates shall always be tested with the floor andthe test shall be done early enough so there is time to solveany issues that arise (preferably at least 4 months before theevent).

If no IFF flooring is available, you can test it with any sportsflooring when the arena has installed the ice covering plates.

The test shall be done so that 1-2 floor rolls will be rolledopen on top of the ice cover plates and left there to rest forat least 12 hours. After 12 hours it is possible to see if thereis humidity in the floor surface and if the plate lines createbumps on the floor.


2. CompetitionMatchSecretariat

TASKS AND DUTIESBefore the match: Arrive at the arena early enough, at least 75 minutes before the

match starts Ensure that all the required equipment is found on the match

secretariat table Make sure the teams bring their line-ups and fill in their rosters in

the match record at least 60 minutes before the start of the match Make sure the speaker has the roster and line-ups of both teams

and the names of the referees

During the match: Fill in all the events of the match in the match record Take care of the time keeping on the score board (note that goals

can only be put to the scoreboard after the match has continued) Take care of the spare timekeeping with a stop watch Measure the penalties and let players back in the rink once the

penalty is over Communicate with the referees Make sure the information about the match record is given to the

speaker and on-line statistics person

After the match: Close the empty rows of the match record and sign the match

record Ask the referees to check and sign the match record Give copies of the match record to the teams (home team: red,

away team: yellow) Take the original match record to the organiser & IFF (blue to the

organiser, white to be delivered to the IFF)

CO-OPERATION WITH REFEREES The match secretariat works in close connection with the

referees Make sure you understand everything the referees say, and

if something is unclear always ask The match secretariat can not make any decisions on rule

issues. If there is a problem, contact the referees andexplain the situation to them.

Be ready to help the referees if they request assistancewith something

GENERAL It is important to be neutral and polite in all situations,

no cheering or insulting players or referees Persons in the match secretariat can NOT be changed

during the match Enjoy the responsibility and be proud of what you do!

The main tasks of the match secretariat are to fill inthe match record and take care of time keeping.

The match secretariat consists of at least five persons:writer of the match record, main time keeper, sparetime keeper and two penalty guards. The speaker isalso a vital part of a working match secretariat, as isthe person managing on-line statistics.

LOCATION OF THE MATCH SECRETARIAT The match secretariat shall be placed outside the rink at

the centre line Match secretariat table, penalty benches and substitution

benches shall preferably all be placed on the same side ofthe playing field (and on the same side as TV cameras)

There shall be sufficient space between the penalty benchand the substitution bench in order to avoid unnecessaryconflicts, and the penalty guard shall sit between thepenalty bench and opposition team substitution zone

FILLING IN THE ON-LINE MATCH RECORD In all IFF Events, in addition to the written match record,

the organiser also updates the IFF on-line match recordon the web. (Read more on p.11 - Statistics Team)

Photo: Fabian Trees 2011


2. CompetitionMatch Secretariat

TIMELINE

Task Done1 to 3 months

Recruit match record writersRecruit time keepersRecruit penalty guardsRecruit match speakers

3 weeks

Plan work shifts




Plan yourown event!

NEEDED RESOURCES

Match secretary staff for one match: One record keeper who fills in the match record One time keeper who takes care of the score board (main

time keeping and goals) One reserve time keeper who measures the spare time with

a stop watch Two penalty bench guards to control the penalised players

(one for each team) In IFF events, on-line statistics team (see next page)

Match secretariat staff can take care of a maximum of twomatches in a row.

NOTES:

NEEDED EQUIPMENT

At least four chairs behind the match secretariat table Access to the maintenance of the electrical score board Access to electricity and internet Empty IFF match record forms At least 2 stopwatches for spare time keeping Equipment for measuring the curvature of the sticks International rule book with the measurements of the field Fifty (50) official IFF event balls Two spare referee whistles Pens, ruler, scissors and different coloured tapes Measuring tape String or plastic ties to repair the nets



2. CompetitionStatisticsTeam

TASKS AND DUTIESBefore the match: IFF updates the rosters of the teams and the match schedule to the

on-line statistic software so the on-line match records are ready Check the internet access and log-in to IFF on-line statistic software Fill in the correct rosters of the teams from the written match record

and update the line-ups, which teams have informed with the line-upform

Choose the correct referees and fill in the names of the match secre-tariat staff

During the match: Mark the exact starting time of the match Update the starting goalkeeper Count the saves made by both goalkeepers during the match Fill in all the events of the match to the on-line match record (goals,

penalties, time-outs, etc.) Update the game time on the on-line match record every 5 minutes Mark the goalkeeper saves after every period Mark the spectator amount only after it is announced in the third

period (in order to have the possibility to calculate all spectators)

After each period: Compare the on-line match record with the written match record and

correct possible mistakes

After the match: Mark the exact ending time of the match Mark the goalkeeper saves and awarded players After the written match record is closed, check once more all mark-

ings in the on-line match record (goals, penalties, etc.) Save and close the on-line match record so the match also becomes

finished on the web

GENERAL Find out the log-in information to the page where the IFF

on-line match records are found Before the match, get a copy of the original match record

where teams have written their rosters and also a copy ofthe starting line-ups of the teams in order to fill in theinformation to the software

Make sure you are seated in a place where you haveaccess to the match information (it is best to be seatednext to the writer of original match record if possible, ortake the needed information from the speaker)

Make sure you have visibility to both goals to keep countof the saves, and to the score board in order to see thegame time which needs to be updated every 5 minutes

Make sure you have enough battery in your computer orhave the possibility to use an energy source

Secure a safe and working internet connection, preferablyone which is not used by too many others

The main tasks of the statistics team are to fill inthe web based on-line match record and count thegoalkeeper saves. The statistics team works in closeco-operation with the match secretariat and in orderto secure the undisturbed flow of information, statis-tics team members shall be seated at the matchsecretariat table, if possible.

DEFINITION OF “SAVE” Goalkeeper saves are counted during the match A save IS: Goalkeeper stops a ball which otherwise would

have gone into the goal A save is NOT: Goalkeeper stops a ball which would not

have gone into the goal or the ball hits the frame of thegoal


2. CompetitionStatistics Team

TIMELINE

Task Done

1 to 3 months

Recruit persons to fill in the on-line match recordsRecruit persons to count the saves of both goalkeepers and assist withnotes about the match information

3 weeksPlan work shifts




Plan yourown event!

NEEDED RESOURCES

Statistics team for one match: One person who fills in the on-line match record One person who counts the saves of both goalkeepers and

assists with notes about the match information

One on-line statistics team can take care of a maximum of twomatches in a row.

NOTES:

NEEDED EQUIPMENT

Computer for the on-line match record Internet access Login information to IFF On-line Statistic Software Pens and paper for notes and calculations of the goal-

keeper saves



2. CompetitionSpeaker & DJThe Speaker and DJ take care of the audio for the match.Together they have a great input to the atmosphere inthe venue. The speaker also has the responsibility for theschedule, making sure everything starts and stays on time.

TASKS AND DUTIESSPEAKERAt the end of the warm-up: Announce that the warm-up time is over and that teams must leave

the field

After the warm-up: When teams are in the locker rooms, read the rosters of the teams

(player’s number and name) for the spectators If there is time, the standings of the teams, previous results or

match schedule of the day can be announced

Before the match starts: Welcome teams to the arena and announce the names of the teams Announce the national anthems and ask spectators to stand up Announce the names and nationalities of the referees Announce the starting line-ups of the teams (away team first)

During the match: Announce events of the match: goal scorer, assist, goal time, penal-

ised player, length and reason of the penalty, starting time of thepenalty, end of the penalty, player executing the penalty shot, timeof the time-out and team using it, last minute of the 1st & 2ndperiods & the last 3mins of the 3rd period

The events of the match shall be announced only after the refereeshave confirmed the event and the speaker has received the informa-tion from the match secretariat. Goals should not be announceduntil after play has restarted.

During the intermissions: Score of the match, shots on goal, goalkeeper saves and, if possible,

the progress score or final result from the match at the other venue

After the match: The final score of the match The announcement of the persons awarding the best players The announcement of the best players Next matches of the event

After the medal matches: Announce the prize ceremonies according to the instructions given by

the ceremony leaders

ANNOUNCEMENTS If the national language of the host country is not Eng-

lish, the announcements shall first be made in the na-tional language and then in English

Try to be as clear as possible and do not hurry theannouncements at the expense of clarity

The announcement shall always be carried out to the endeven though the next event would happen already duringthe announcement (goal, penalty, etc.)

When something is announced for both teams, alwaysannounce the away team first

GENERAL Be neutral and polite, no cheering or insulting players or

referees There is usually a tight schedule and it is extremely

important that the speaker leads the events so that every-thing starts and finishes on time

The speaker and DJ have a great input to the atmospherein the venue so do your best to give the spectators thebest possible Floorball experience!

TASKS AND DUTIESDJ Start playing music when the warm-up starts Play the national anthems before the match in correct order

(away team first) Play the music in the breaks during the match (no music shall

be played when game is being played) Play the commercials during breaks and intermissions if there

are audio commercials If there is some programme during the intermission and audio

devices are needed, assist with this Play music after the match


2. CompetitionSpeaker InstructionsSince the speaker is the only one who can communicate with the audience during a game it isvital that the person have all the relevant information concerning the games and the event. In thissection some basic data is provided to support the Speaker.

Example of announcements:BEFORE THE GAME/DURING THE WARM UP- “Good morning/afternoon/evening ladies and gentlemen and welcometo this WFC/EFC/international match xx against xx.”

THE LINEUPS OF THE TEAMS- Read out the list of all players and officials: Number, first name andsurname.- Read out the names of the Referees of the game are XX and XXfrom XX.- When the teams have entered the field and they are ready: “Ladiesand gentlemen please stand for the national anthems of team X andthen for team Y”

THE STARTING LINE-UPS OF THE TEAMS- After the National Anthems, the starting line-ups of the teams areannounced in the following order: Away team first: Goalkeeper, Defend-ers, Centre and Forwards

FIXED SITUATIONS DURING THE GAMEGOAL- Finland, first* goal, time xx minutes and xx seconds. Scored bynumber nine, (player’s name), assisted by number ten,__________.(*The numbering: 1= first, 2= second, 3= third, 4=fourth, 5=fifth,6=sixth, 7=seventh, 8=eighth, 9=ninth and 10=tenth etc)

PENALTY (Bench penalty)- Finland, number xx, ____________, 2 minutes penalty forincorrect hit. Time of penalty xx minutes and xx seconds.

PENALTY FOR GOALIE- Finland, number xx, _________ 2 minutes penalty forholding. The penalty is served by number xx __________Time of penalty xx minutes xx seconds.

PENALTY SHOT- Penalty shot for Finland. Penalty shot will be made bynumber xx _________.IF PENALTY SHOT IS MISSED- Sweden number xx _________ 2 minutes penalty for _____Time for penalty xx minutes xx seconds.

FIXED SITUATIONS DURING THE GAME (cont.):

PERSONAL PENATIES - 2+10 MIN. PENALTY- Sweden number xx _______________ 10 minutespenalty for ________________, and 2 minutes benchpenalty. Time of penalty xx minutes xx seconds.

MATCH PENALTY- Sweden number xx _____________ match penalty 1/2/3and 5 minutes bench penalty. Time of penalty xx minutesxx seconds.

START OR END OF PENALTY- Both teams are playing with full strength (5 vs. 5)- Finland is playing with full strength (Finish penalty ended)- Teams are playing with equal strength (4 vs. 4 or3 vs. 3)- Finland is playing short handed (4/3 vs. 5)

CORRECTION- Correction: Finland's seventh goal was scored by numberxx, _________ and assisted by number xx __________

LAST MINUTE OF THE PERIOD- One minute left of the first/second period- Last three minutes starts of the third period

DURING INTERMISSION- The scores after first period, Finland xx, Sweden xx.- Goalkeeper saves in the second period: Team Y: xx, Team Z: xx

TIME OUT- Sweden timeout, xx minutes xx seconds.

AFTER THE GAME- The final score of the game is Finland xx, Sweden xx.- Best players awards are presented by …- From both teams one player will be awarded- Best player for Sweden number xx ___________- Best player for Finland, number xx ____________

UNCLEAR SITUATION- Goal was not approved, because of player in the goalies area


2. CompetitionMusic &LightsEnough lighting is very important for the players,photographers and TV. Check with the arena howlong it takes to light the venue, this is especiallyimportant for TV. Take the lighting and music issuesinto consideration when planning the ceremonies.

BASIC REQUIREMENTSLighting of the playing areas Light sources which may disturb the players, referees, officials or the

public shall be avoided (eg. Flashing or ‘strobe’ lights) The organisers must ensure that television lighting equipment does

not interfere with the progress of the match The recommended maintenance for lighting of the playing area can

be found in the table below

Audio devices: There must be a possibility to play music in the arena There must be a possibility to announce match events to the specta-

tors during the match from loudspeakers

NATIONAL ANTHEMS The IFF has a database of national anthems, which can be

used in the events upon request Have someone from each team listen to their national

anthem at the first technical meeting to make sure it iscorrect.

Make sure that the DJ has the anthems of the playingteams before the warm up ends

Always play the anthem of the AWAY team first

GENERAL The check of the lights and audio devices should be done

early enough to be able to correct any issues Make sure that there are instructions on how to use the

lights and audio devices available Make sure there is always someone available to fix any

problems with the audio or lights

Horizontal Uniformity Uniformity Vertical Uniformity Uniformity Colour GlareIlluminance Mn/Ave Mn/Max Illuminance Mn/Ave Mn/Max Rendering Rating

HDTV 1500-3000 0.8 0.7 2200 0.7 0.6 >90 <50Slow-motion Camera 1500-3000 0.8 0.6 1800 0.7 0.5 >80 <50Fixed Camera 1500-3000 0.8 0.6 1400 0.7 0.5 >80 <50Mobile Camera 1500-3000 0.8 0.6 1200 0.5 0.3 >80 <50

The recommended maintenance for illumination of the playing area:

Average horizontal and vertical illuminance ratios: It is recommended that the ratio for horizontal illuminance (playing field) isbetween 0.75 and 1.5 of the vertical illuminance for cameras.Where there is HDTV all horizontal values for other cameras are as for HDTV.

Measurements should be taken 1,5 metres above the playing surface.

JUMBOTRON (video screen) If you use the jumbotron, no more than 6 commercials

are allowed to be used in each period Use the jumbotron to activate the audience Check with arena if it is possible to have live coverage of

the match on the screen If possible, show the rosters and opening line-ups with

photos on the jumbotron


2. CompetitionSpeaker & DJ

TIMELINE

Task Done

1 to 3months

Recruit persons as speakersRecruit persons as DJ’s

3 weeks

Plan work shifts

Collect and prepare the equipmentBeforestart

Test all audio equipment before the first matchEducate volunteers in a briefing meeting


Plan yourown event!

NEEDED RESOURCES

Audio team for one match: One speaker One DJ It is also possible that same person does the duties of

speaker and DJ

It is not good to announce too many matches in a row, 1-2matches in the row is a good length.

NOTES:

NEEDED EQUIPMENT

Audio devices for the music Audio devices for the announcements Rosters of the teams Information during the match from the match secretariat

and statistics team List of penalty codes and their meanings Information about other announcements to be made during

the match (eg. Sponsors, other matches etc)



2. Competition

The ceremonies include the opening and closing ceremonies of the event as well as the small cere-monies before and after each match.

In order to make the event feel and look professional, the ceremonies should be well-planned andall participating parties informed of the ceremony protocol - especially the players.

Ceremonies

TASKS AND DUTIESBefore the event: Plan the opening ceremony Plan the run-through before the match starts (time schedule) Plan the match ceremonies which will be used in every match Plan the closing ceremony, including medal ceremonies Approve these ceremonies with the IFF

During the event: At the beginning of the event, distribute information and materials

about the ceremonies to match officials, venue staff, team guides,teams, referees, speaker, jury members, TV and media

Give information about the ceremonies in the Technical meeting Guide the ceremonies from start to finish If needed, change the timing of the ceremonies (shorten it) and

inform about this

Before the match Make sure everything is in place for the match opening ceremony,

such as flags of the teams and referees (if used) Speaker has the team line-ups and the names of the referees DJ has the correct national anthems and playing order Give signal to the teams and referees to enter the arena at the

correct time Appoint the person/s to choose the best players of the match (eg.

Statistics team, VIP guest, etc.) and ask them to inform the speakerat least three minutes before the end of the match

During the match make sure everything is in order: If there is some show during the intermissions, make sure the per-

sons related to this have access to the field level and are in theright spot when the intermission starts

Best player prizes are placed at the match secretariat table for thematch ending ceremony

If needed, guide the persons awarding the prizes to the field leveland back to the VIP stands (they should arrive to field level at least2 minutes before the end of the match)

Give instructions to the persons awarding the prizes Inform the speaker about the names and positions of the persons

awarding the prizes

OPENING CEREMONYExample of the content of the opening ceremony Flags of the participants and referees entering the arena Welcome words from the organiser Welcome words from the host city Welcome words and official opening of the event by IFF

representative Some cultural program

GENERAL The planned timing should be maintained in the ceremo-

nies The speaker is in the best position to influence the length

of the ceremonies so make sure the speaker knows theschedule

In TV matches it is especially important to stick to theplanned timing


2. CompetitionMedal CeremoniesOne part of the event where a number of prob-lems often occur is the medal ceremony. This isoften not due to bad planning, but due to thenumber of elements that have to be controlled atthe same time.

IFF prefers to have the same structure for allmedal ceremonies, in order to teach the playersthat it always happens in the same way, and thushelp to ensure a smoother running of the cere-monies. Therefore, IFF has made a basic structurefor the whole medal ceremony.

TASKS AND DUTIESMedal ceremony structure: Usually, there is a separate medal ceremony for the bronze and

final match, in order to speed up the process. In the case of an election of an All Star Team, the reward of the

All Star team shall always take place before the medal ceremony. All the medal ceremonies, regardless of the type of competition, will

be held in the same way. With televised finals, the important thing is to get the medal

ceremony on air within the broadcast time. If it takes too long therisk grows bigger that TV will not stay on for the medal ceremony.Therefore, always inform TV well in advance of the planned timing.

Build-up: The basic principle is to have one person from the LOC (can be a

sponsor, city representative or from the National Association) andone person from IFF presenting the medals.

The main problems with the medal ceremonies are generally thetiming of the ceremony and the movement of players and thepersons giving out the medals.

Despite the number of times you may have given instructions ofhow the players shall move, it doesn’t always work – the playersoften forget or are too excited/disappointed to pay attention to thesituation

The key person in this situation is the speaker - s/he can keep theceremony moving and on schedule, speeding it up if needed

When planning the medal ceremony take into account how long itwill take to carry out, and be realistic about your timings

MEDAL CEREMONYExample of the content of the medal ceremony after the final Best players of the final to be awarded Awarding of referee medals to the referees of the final All Stars team (goalkeeper, 2 defenders, centre, 2 for-

wards) and MVP of the event announced and awarded Awarding of medals to the silver team Awarding of cup to the silver team captain Awarding of medals to the champion team National anthem of the champion team Awarding of cup to the champion team captain Photo opportunity of champion team for media

Practical issues: Prepare a run-down time-table for all concerned in the

medal ceremony, including those awarding the medals/prizes.

Organise that these persons will be fetched from the standsno later than three minutes before the end of the match.Make sure they have clear visibility to the playing fieldwhile they are waiting, especially in case of over time orpenalty shots.

Give thought to how the media will have access to themedal ceremony. Will photographers be allowed on thefield? Will there be mobile TV cameras on the field?

Make sure the media are well-informed prior to the medalceremonies of their access rights and the ceremony proto-col



2. Competition

The ceremony schedules should be the same for every match. This way, the players will become famil-iar with what they are meant to do, when they are meant to do it, and where they should be duringthe ceremonies. Not only does it look better when everybody knows what they are meant to be doing,but it is important for helping keep your matches starting and ending on time.

The ceremony schedules should be explained to the teams at the First Technical meeting and also beincluded in the Team Manual.

Ceremony Schedules

BASIC MODEL AFTER FINAL MATCH

Time Who What happens(mins)

0:00 The match ends0:02 The teams line up on their respective sides0:03 LOC Best players of the match awarded (Home

team first)Photo of the best players’ ceremony

0:04 IFF Head Awards for referees of the final matchof referees Photo of the referees

0:05 IFF Jury Announcement of All Star Team & MVPChairman All Star Team & MVP players go on the field& LOC and receive awards from the guest

Photo of the All Star Team & MVP0:07 IFF VP Medal ceremony for the silver team

& LOC Guest goes to players awarding them withsilver medals (scheme 3.1.)

IFF VP The captain walks to the medal table andreceives the silver cup

0:08 IFF President Medal ceremony for the Champion team.& LOC Guest goes to players awarding them with gold

Medals0:09 National Anthem of the Champion team0:10 2nd team go to shake hands (scheme 3.2)

2nd team leaves the field through the MIXEDZONE

0:12 IFF President Winning team goes behind the banner(scheme 3.3)The captain of the winning team receives thecupPhotos of the champion team

0:15-20 The winning team leaves the field through theMIXED ZONE

BASIC MODEL BEFORE A MATCH(Allow 3hrs between the start of each match)

Time What happens(mins)

0:45 Warm-up starts after the previous match ends.(If there has been extra time or the gamehas run longer than 2 hours, rink staff mayhave to remind the teams who have finishedplaying to leave the rink quickly)

0:15 Warm-up ends. (Signal)0:08 Teams are ready at the team entrance. Flag

bearer at front (if used), followed by captainsand players in number order

0:07 Both teams and referees enter the rink(System to be decided by LOC and informedat Technical meeting and in Team Manual)

0:06 National Anthems are played (Away team first)0:03 Final team preparations0:02 Starting line-ups are announced (Away team

first)0:00 The match starts

BASIC MODEL AFTER A MATCHTime Who What happens(mins)

0:00 The match ends.0:02 The teams line up on their respective sides0:03 LOC Best players of the match awarded (Home

team first)Photo of the best players’ ceremony

0:04 Captain from each team thanks the otherteam (Home team first)

0:05 Teams shake hands0:10 Teams leave the rink through the MIXED ZONE


2. Competition

SPECTATORS

Scheme 3.2 – The 2nd team go to shake hands and leave the field through the MIXED ZONE

BENCH (HOME TEAM)BENCH (AWAY TEAM)

SPECTATORS

REFEREES

GUESTS

1st2nd

MIXEDZONE

SPECTATORS

MS

photozone

SPECTATORS

Scheme 3.3 – The Winning team goes behind the banner and the captain receives the cup

BENCH (AWAY TEAM) BENCH (HOME TEAM)

SPECTATORS

GUEST

MIXEDZONE

SPECTATORS SPECTATORS

WFC BANNER

WINNINGTEAM

MS

photozone

SPECTATORS

Scheme 3.1 – The teams line up and after that guests go to players and award them

BENCH (HOME TEAM)BENCH (AWAY TEAM)

SPECTATORS

REFEREES

GUESTS

MSMIXEDZONE

SPECTATORS

2nd 1st

photozone


2. CompetitionCeremonies

TIMELINE

Task Done

1 to 3 months

Recruit persons as Ceremony Managers to oversee ceremony protocoland to help in match ceremonies if neededRecruit persons as ceremony staff to guide the match ceremoniesRecruit persons for the opening and closing ceremonies, guiding theparticipating teams





Plan yourown event!

NEEDED RESOURCES

One Ceremony Manager to look after all ceremony protocoland to help in match ceremonies if needed

1-2 ceremony staff per match to guide the match ceremo-nies

More persons for the opening and closing ceremonies, guid-ing the participating teams

NOTES:

NEEDED EQUIPMENT

Instructions for the ceremonies Flags for the match ceremonies National anthems for the match ceremonies Prizes for the match ceremonies All Star team & MVP prizes for the closing ceremony Medals and cups for the closing ceremony IFF Price Ceremony manual



2. CompetitionFlagsThe flags of the participating nations shall bevisible during the tournament. Also the flags ofthe IFF, referees and host association shall bevisible.

TASKS AND DUTIES The flags of the participating countries, IFF flag and host

association flag shall be hung inside the venue, suspendedfrom the roof or along a wall.

Make sure that you order the flags early enough and havethem all made the same size.

When hanging the flags it is important to consider theirlocation carefully. Can the players face the flags easily?Are they the right way around from the perspective of theTV cameras?

IFF also recommends to use match flags at the field level.Match flags are the flags of the playing nations and theflag of the referees. In this case, the players will face tothese during national anthems so it is easier to controlthe direction everyone is facing.

If there are enough flag poles outside the venue, the flagsof the participating nations shall also be hung outside thevenue

GENERAL Show respect to national flags at all times. The flags shall be handled

so that they never touch the floor Make sure the flags are hung in the correct order (alphabetical order

according to French names). The exception to this is that the hostcountry flag can hang at one end of the flag row, while the IFF flagmust hang at the other end.

If the flags are hung vertically, make sure they are turned the rightway. Standard protocol for hanging a flag vertically, is that the cornerthat is at the top left when hanging horizontally, should also be atthe top left when hanging vertically.

Horizontal Vertical

During national anthems it is preferable that the players do not haveto turn away from the spectators or TV cameras to face the flag, sothe use of match flags at field level is highly recommended

If your event is being broadcast on TV, the hanging of the flagsshould also take into consideration the placement of the main TVcamera. The flags should be hung so that when they are shown on TV(from the main camera) they are seen the right way around

NEEDED EQUIPMENT

Flags of the participating nations, IFF and host associa-tion to the roof or wall inside the venue. Make sure theflags are all of the same size.

Match flags of the countries and referees to the fieldlevel

Suitable storage place for the match flags (eg. Flagstand)

Flags outside the arena, if used Equipment to attach the flags to the roof or wall Flag hanging order list If needed, order the hanging of the flags from the venue

well in advance


2. CompetitionFlags

FLAG ORDERFRENCH (English)ALLEMAGNE (Germany)

ARGENTINE (Argentina)

ARMÉNIE (Armenia)

AUSTRALIE (Australia)

AUTRICHE (Austria)

BÉLARUS (Belarus)

BELGIQUE (Belgium)

BRÉSIL (Brazil)

CANADA (Canada)

DANEMARK (Denmark)

ESPAGNE (Spain)

ESTONIE (Estonia)

ETATS-UNIS d’AMÉRIQUE (USA)

FINLANDE (Finland)

FRANCE (France)

GÉORGIE (Georgia)

GRAND-BRETAGNE (Great Britain)

HONGRIE (Hungary)

INDE (India)

INDONÉSIE (Indonesia)

IRAN (Iran)

IRLANDE (Ireland)

ISLANDE (Iceland)

ISRAËL (Israel)

ITALIE (Italy)

JAMAÏQUE (Jamaica)

JAPON (Japan)

LETTONIE (Latvia)

LIECHTENSTEIN (Liechtenstein)

LITUANIE (Lithuania)

MALASIE (Malaysia)

MOLDAVIE (Moldavia)

MONGOLIE (Mongolia)

NORVÈGE (Norway)

NOUVELLE-ZÉLANDE (New Zealand)

PAKISTAN (Pakistan)

PAYS-BAS (Netherlands)

PHILIPPINES (Philippines)

POLOGNE (Poland)

PORTUGAL (Portugal)

RÉPUBLIQUE de CORÉE (Korea)

RÉPUBLIQUE TCHÈQUE (Czech Republic)

ROUMANIE (Romania)

RUSSIE (Russia)

SERBIE (Serbia)

SIERRA LEONE (Sierra Leone)

SINGAPOUR (Singapore)

SLOVAQUIE (Slovakia)

SLOVÉNIE (Slovenia)

SUÈDE (Sweden)

SUISSE (Switzerland)

THAÏLANDE (Thailand)

TURQUIE (Turkey)

UKRAINE (Ukraine)

Photo: Tim Fuhrmann 2011


2. CompetitionVenue StaffThe venue staff take care of teams when they are in the arena.The venue staff work as a link between the teams and thecompetition organisation. The locker rooms are also the respon-sibility of the venue staff.

TASKS AND DUTIESBefore the match: Welcome the team at the arena entrance and guide them to the

correct locker room Give the locker room key to the team manager Go through the time schedule of events preceding the match with the

team manager and give them a printed copy of the schedule Go through the after-match ceremonies with the team manager Guide the team to the warm-up Guide the team to the match opening ceremony

After the match: Contact the media host before the end of the match and ask who

they want to have at the press conference, and who the media wantsto interview in the Mixed zone after the match

Guide the selected players to the mixed zone for the interviews If the team stays in the arena to watch other matches, guide the

team to the team stands Guide the team to the transportation area and wait for the bus (if

the bus doesn’t show up, contact the person responsible for thetransportations)

Clean the locker room so that it is ready for the next team Change the sign of the locker room ready for the next team accord-

ing to the locker room schedule Maintain the locker room schedule and update it together with the

competition office, if needed

INFORMATION ABOUT CEREMONIES The time schedule of the happenings before the match

should be available in the team manual and on the lockerroom door

When the team arrives at the arena, have a short meet-ing with the team manager to go through the schedulebefore the match, the opening ceremony of the match andthe post-match ceremony.

GENERAL Have a helpful attitude and be prepared to help the

teams in any way possible Work in co-operation with the team guide and use the

guide for translations if needed

PLAYER INTERVIEWSReserved interviews in the Mixed zone: Accredited media can ask for certain players for post-

match interviews in the mixed zone Media hosts ask the accredited media who they want to

interview in the mixed zone Media hosts inform the venue staff which players the

venue staff should contact After the match, venue staff guide the wanted players to

the mixed zone and media hosts coordinate the interviewsPress conferences: The best players of the match and the coaches will auto-

matically attend the post-match press conference If the accredited media wants some other players at the

press conference, they shall contact the media host in themixed zone and ask if this can be arranged

One media host member shall escort the players to thepress conference from the field right after the match



2. CompetitionVenue Staff

TIMELINE

Task Done

Recruit persons for Venue staff

Plan the time schedule and ceremonies and write the instructions forthe teams




1 to 3 months

Plan the locker room schedule, keeping in mind the match schedule


Plan yourown event!

NEEDED RESOURCES

Venue staff for one match: 2 persons (one per team) responsible for the tasks

NOTES:

NEEDED EQUIPMENT

Locker room schedule Keys to the locker rooms Time schedules of the happenings before the match Instructions of the ceremonies Transportation schedule of the teams so that venue staff

knows when to expect teams to arrive and leave the arena



2. CompetitionRink SquadThe main task of the rink squad is to take care of the rinkand balls. If the rink falls down, the rink squad repairs it. If theball is played out of the rink, the rink squad gives a new ballto the players.

TASKS AND DUTIESRINK SQUADBefore the warm-up of the first match: Straighten the rink and check that it is safe Place the warm-up balls on top of the goals Clean the floor with mops

During warm-up: Meet with the Field manager for instructions 1-2 persons to the corners to put balls back on the field. Return

balls to the rink by dropping them over the edge, not throwing

After warm-up: Direct the teams out of the field Straighten the rink Collect the balls from the rink and surrounding area Clean the floor with mops Open the rink to the teams when they enter at the match opening

During the match: Follow the match, drop the ball back on the field when needed Straighten the rink and set it up if it falls down Mop the floor if the referee requests Direct teams out from the field level Clean the floor with mop during the intermissions

After the match: Leave the extra balls in the corners Direct teams out from the field level Straighten the rink and tidy the substitution bench areas, throw

away the garbage, straighten the chairs etc. Put the warm-up balls on top of the goals ready for the next game Meet with the Field manager for feedback After the last match take the balls and mops to storage

FIELD MANAGER Arrive at the arena at least 90 minutes before the start of the

match Check that goals are not broken and all equipment is in place Check the placement of the rink squad chairs in the corners Give instructions to the rink squad members before the match and

during intermissions After the match give feedback to rink squad

RINK Own “sectors” (one corner and 1/2 of two sides) If the damage is small, one person can do the repair The rink is not to be repaired when the ball is played

near the damaged rink If the rink falls down totally or someone has a problem

fixing it, go and help Follow the signals of the referee and if demanded, go

there immediately

BALLS 4-5 extra balls in each corner Observe what the players and other rink squad members

do - only one ball in the rink at a time! The ball shall be dropped onto the field near the place it

was played out. Do not throw the ball.

CLEANING Before the match/during intermissions: two persons mop-

ping side by side at the same pace The mop shall be pushed on the front side of the body Quick steps, good posture and back straight During the match: cleaning only if the referee requests When the referee requests, run to the spot, clean the

pointed spot and run back to the corner After the match clean the substitution benches

GENERAL Be neutral and polite, no cheering or insulting players or

referees No mobile phones on the rink level Be quick, effective and look sporty! Haste or hurry are not the same as speed or efficiency Enjoy the responsibility and be proud of what you do!

Photo: Fabian Trees


2. CompetitionRink Squad

TIMELINE

Task Done

1 to 3 months

Recruit Field ManagersRecruit Rink Squad members

3 weeks

Plan work shifts




Plan yourown event!

NEEDED RESOURCES

Rink Squad team for one match: One Field Manager at the field level 4-8 Rink Squad members: 1-2 in each corner of the rink

One rink squad team can take care of a maximum of twomatches in a row.

NOTES:

NEEDED EQUIPMENT

Rule book with the measurements of the field Measuring tape Screwdriver Tapes with different colours String to correct the nets Buckets for warm-up balls Chairs in the corners for each of the rink squad team 4 Mops (one at each corner)



2. CompetitionFirst AidThe First Aid staff takes care of the well-being ofspectators, players and Event staff. If there is aserious injury, the first aid staff gives the immedi-ate first aid to the injured person before callingthe paramedics.

All First Aid staff should have, at a minimum, acertified First Aid certificate.

TASKS AND DUTIESBefore the event: Notify the local hospital and health centre about the tournament

and find out where the injured players &/or spectators shall betransported in case of an injury

Check with the participating teams that they have valid healthinsurance covering sport injuries

Gather the needed materials for the first aid room

During the event: Be on-call in the arena and be ready to help when needed First aid staff can only enter the field of play if requested by the

referees Give first aid to injured players if the team staff cannot take care

of the first aid Give first aid to injured spectators or Event staff Decide how urgent the need of medical treatment is for the pa-

tient Decide if the patient shall be moved to the hospital for further

medical examination Together with the Arena Security Manager, call the hospital for an

ambulance, if needed Maintain the drugs and equipment in the first aid room

GENERAL Each host city must have one designated hospital that

teams can go to in case of emergency. The hospital mustbe located in close proximity to the venue

The hospital should, preferably, offer comprehensive medi-cal service, including 24-hour emergency treatment on apriority basis for the participants of the event

If the nearest hospital is more than 10kms (6 miles)away, there needs to be an ambulance at the venueduring scheduled play

LOCATION OF FIRST AID STAFF There shall be a first aid room in the arena which the

first aid staff can use and that teams, spectators andEvent staff can come to for medical attention

During the matches the first aid staff (with stretcher) shallbe situated in the immediate vicinity of the playing field

FIRST AID STAFF First aid staff must have, at a minimum, a certified First

Aid Certificate (eg. Red Cross; St John’s Ambulance etc) The work shift should start at least 30 minutes before the

match starts and finish 15 minutes after the match ends The security staff ensures that unauthorised persons don’t

have access to the first aid room (there are syringes,needles, drugs etc...)

If there is a language problem with the patient, ask forhelp from the team guide or other team staff

Photo: Fabian Trees


2. CompetitionFirst Aid

TIMELINE

Task Done

1 to 3months Recruit persons who are educated in first aid

3 weeks

Plan work shifts

Collect all necessary equipment and materials

Beforestart

Prepare the First Aid roomEducate volunteers in a briefing meeting


Plan yourown event!

NEEDED RESOURCES

First aid staff for one match: 2 educated first aid persons

NOTES:

NEEDED EQUIPMENT

Medications and equipment needed in the first aid room Stretcher to transport the seriously injured players First aid vests for the first aid staff Possibly radiophones for the first aid staff



2. CompetitionSecurityThe security sector controls the movement of peoplein the arenas and makes sure unauthorised personsdon’t have access to restricted areas.

TASKS AND DUTIESBefore the event: Make a security plan for the venues and, if needed, approve it with

the authorities Make a risk assessment of the event Plan and mark the routes where different groups will walk during

the event Plan who will have access to different areas inside the arena Together with the competition office, plan, print and place the signs

and guides for walking in the arena Ensure security staff understand the information shown on the ac-

creditation cards and the different accreditation groups Decide on the procedure for dealing with accreditation cards that

are misused

During the event: Ensure the security of the areas with restricted access to certain

groups Advise all participants of the event to have their accreditation card

clearly visible at all times Make sure unauthorised persons don’t have access to the field level Make sure the players are safe at all times, and that spectators or

journalists don’t have access to the areas reserved only for players Control the photographers, see that they stay in their own photo

zone near the field Make sure only authorised media members have access to the press

centre and mixed zone At the end of every match make sure the players have a secure way

out of the arena Since referees might enter and exit the field from a different en-

trance to the players, it has to be secured so that they can moveundisturbed

GENERAL Security personnel should be neutral and polite, but when

needed they should be strict and firm If it looks like you need help, call for assistance early

enough It is likely that spectators will ask also questions not only

related to access, so it is good service to find out somebasic things (location of toilets, exits, information board,etc.)

Remember that your job is also to serve the spectators, sosmile and when possible take care of your duties in afirm but friendly manner

SECURITY POINTS Security points must be guarded at all times. The guard

can not leave the point empty, even for a short time If a break is needed, call for a substitute Check the access passes of everyone trying to go past the

security point No-one without a proper accreditation card can go past

the security point

SAFETY AND SECURITY REQUIREMENTS The host association is responsible for the safety and

security arrangements in the venues The host association must have a security plan for the

event The local authorities and police must be informed about

the event and co-operation take place if needed


2. CompetitionSecurity

TIMELINE

Task Done

Make the security plan for the arena

Recruit persons for security at each security pointRecruit persons to give breaks for security persons and help if neededRecruit Arena Managers who are in charge and solve problems




1 to 3 months

Plan the walking routes for different groups in the arena


Plan yourown event!

NEEDED RESOURCES

The needed resources depend on the number of security points One security person for each security point 1-2 persons to give breaks for security persons and help if

needed One Arena Manager who is in charge and solves problems as

they arise

NOTES:

NEEDED EQUIPMENT

Signs and guides to show how to move in the arena Tape to attach signs to walls and doors Coloured security vests for security personnel Some form of communication within the arena for all

security staff (eg. Mobile phones or radiophones)



2. CompetitionTeam GuidesThe team guide takes care of the team both inside andoutside the arenas. The guide helps the team with allissues that might arise and spends as much time with theteam as is needed. The team guide also helps with thetranslations, so it is an advantage if the guide speaks thenative language of the team.

TASKS AND DUTIESBefore the event: About two weeks before the event make e-mail or phone contact

with the team manager to introduce yourself and confirm the arrivaldetails and ask if they have some questions or need help withanything

Welcome the team at the airport / harbour / railway station uponarrival

Give the team manual (including the information package about thetournament city) to the team at the time of their arrival

Guide the team to the accommodation and help with the check-in Give information about the technical meeting (time & place) and any

city receptions

During the event: Each day go through the daily schedule of the team with the team

manager Communicate with the competition office and transportation about

any changes to the team schedule Guide the team to the practice arena and explain the procedures

there (locker rooms, schedule, etc.) Spend time with the team for at least the first couple of days of

the tournament and later if needed and upon request Contact the team at least 1-2 times every day to find out if they

have questions or problems In the arena, help the venue staff to give instructions to the team

about movement in the arena Guide the team to the airport / harbour / railway station for their

departure

GENERAL Make a good first impression since you are probably the

first person from the local organisation the team will meet Try to create an easy-going atmosphere so the team

members and staff can feel they can contact you with allpossible issues

In the arena, work in co-operation with the venue staff If you don’t know something, reply that at the moment

you can’t answer, but you will find out as soon as possi-ble

Be dependable - if you promise to find out or take careof something, make sure that you fulfil the promise

Enjoy the responsibility and be proud of what you do!

USE THE TEAM GUIDES If you have well motivated Team Guides who have taken

the time to work with their teams, you will save a lot ofunnecessary work and mistakes.

The more information you give to the team guides themore information you are giving to the teams


2. CompetitionTeam Guides

TIMELINE

Task Done

1 to 3months

Recruit persons as team guidesRecruit person as contact for team guidesDivide the guides for the teams

3 weeks

Collect and prepare needed materials

Ask guides to contact teams to confirm their arrival and introduce themselves

Beforestart Educate guides in a briefing meeting


Plan yourown event!

NEEDED RESOURCES

One team guide per participating team If there are many team guides, then one person who the

guides can contact if they need help (eg. someone workingin the competition office)

NOTES:

NEEDED EQUIPMENT

Materials to be given to the teams upon arrival (teammanual, city info, etc.)

List of contacts to the organisation



3. Finance & Logistics3. Finance & Logistics3. Finance & Logistics3. Finance & Logistics



Finance & LogisticsFinance & LogisticsFinance & LogisticsFinance & Logistics



Budgeting the EventBudgeting the EventBudgeting the EventBudgeting the Event

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Planning the BudgetPlanning the BudgetPlanning the BudgetPlanning the Budget Sources of income:Sources of income:Sources of income:Sources of income:

• For most of the organisers, ticket sales is the main source of income, therefore, this has to be the basis of the budget

• If you can secure a down-payment for sponsorship you are in a good position, but usually the income is not secured when you start the budget process, so you need to plan in two stages: first what you need to do, and then, secondly, what you would like to do

• Generally, the most important factor that can affect your choice of where to organise the event is what kind of support you can have from the host city or regional government. This support can be facilities, transportation, hospitality or even monetary support.

• Other streams of income are always risky, since you can’t predict how much you will be able to achieve, but it will still bring additional income to have fan product sales, hospitality services and match programmes

• One way to attract sponsors is to organise a Sponsor Floorball Competition, where your partners or other companies can partici-pate for a fee and play along with the Event. You could try and play the final of this competition in the Event Arena

One, if not the most important, part of planning your

Event is to combine the project planning process with the

budget planning of the event. In the project planning you

define What, When and How things will be done, but you

need to ensure that you have the financial resources to

make your plans happen.

This sections focuses on the budget process, but also gives

hints on how to find different forms of income. Since there

is more than one way of planning an Event budget, it is

important that all persons in the organisation understand

how the budget has been made.

There are no shortcuts to the budget process, but you can

save a lot of money and work, if you plan it carefully in

accordance with the principle of caution.

Planning the Budget (cont.)Planning the Budget (cont.)Planning the Budget (cont.)Planning the Budget (cont.) Realistic CostRealistic CostRealistic CostRealistic Cost----allocations:allocations:allocations:allocations:

• One of the biggest costs is always the venues and what you need to do in order to be able to play in them, therefore, it is important to have the right information of the costs when you start the budgeting process

• One of the basics of marketing is to try to calculate how many spectators can be attracted to the event, so that one doesn't use too much money on marketing

• When you make the budget remember that it is a working tool, aimed at helping you see in which way you are moving and giving you indications of what is still to come, so that you can save or spend more

• If you over-control the budget, it will be hard for the organisa-tion to find creative solutions

• It is usually the small services, like transportation, volunteers, ceremonies etc. where you can save, but keep in mind what kind of picture of the event these kind of services can give to the players and guests

• The fact is that you quite often save money and time by having a person employed to plan and execute the event, and this person can also allocate time to watch over the finances

EVENT DEMO BUDGET

Budget %

INCOME 100

Ticket sales 67,6

Sponsorship 19,9

Commercials printing 1,4

Hospitality income (nett) 0,4

Fan product sales 2,3

Match programme sales 0,6

City/Government support 7,1

Other income 0,7

COSTS 100

Salaries, project pay etc 12,8

Venue rent 12,7

Building in venue, Security, First Aid etc 12,3

IFF (organiser rights and IFF personnel) 6,6

Marketing, communication and promotions 16,7

WFC Staff education, clothes & food 3,9

Ticket sales 2,3

Transportation 3,0

Ceremonies, hospitality, adjacent services 7,7

Anti-doping 0,8

TV & Internet TV 6,0

Other costs 15,4

Financial result 0



Budgeting the EventBudgeting the EventBudgeting the EventBudgeting the Event Since the financial conditions are quite different from event to event, we have not tried to tell what

needs to be done, but merely what can be done. In the following example budget we have collected

what needs to be secured if you are planning to organise an international event.

BudgetBudgetBudgetBudget %%%%

COSTSCOSTSCOSTSCOSTS 100100100100

Salaries, project pay etc. Salaries, project pay etc. Salaries, project pay etc. Salaries, project pay etc. 12.812.812.812.8

Salaries 7.57.57.57.5

Project pay 1.41.41.41.4 Daily Allowances: Roadshows, Promotion/Abroad, volunteer

education 0.80.80.80.8

Milage compensation Roadshow/educations 0.70.70.70.7

Accommodation Roadshow/educations 1.51.51.51.5

Travel costs Promo/abroad, + other travel costs, DJ 0.80.80.80.8

Venue rentVenue rentVenue rentVenue rent 12.712.712.712.7

Main Arena, includes all basic services 11.011.011.011.0

Secodary arena, includes all basic services 1.41.41.41.4

Practice halls 0.30.30.30.3

Building, technical gadgets, security, First Aid etc.Building, technical gadgets, security, First Aid etc.Building, technical gadgets, security, First Aid etc.Building, technical gadgets, security, First Aid etc. 13.313.313.313.3

Internet access for Press and competition office 2.12.12.12.1

Rinks, flooring, transportation, maintenence 0.20.20.20.2

Build-up of the Main and secondary venue 4.14.14.14.1 Security, movement surveillance, First Aid at Main and

Secundary venue 4.84.84.84.8

Telephone costs 0.10.10.10.1 TV studios, commentary positions, camera positions,

cabeling 1.91.91.91.9

IFF (organiser rights and IFF personnel)IFF (organiser rights and IFF personnel)IFF (organiser rights and IFF personnel)IFF (organiser rights and IFF personnel) 6.66.66.66.6

Organisers fee 2.62.62.62.6

IFF personnel accommodation, food, travel, Daily Allowance 4.04.04.04.0

Marketing, communication and promotions Marketing, communication and promotions Marketing, communication and promotions Marketing, communication and promotions 16.716.716.716.7 Marketing communication, designing of logos,

communication education etc. 8.08.08.08.0

Marketing, advertisements, sales campaigns, visibility… 5.35.35.35.3

Staff, Road show and other education meeting rooms 0.70.70.70.7 Match programme, news bulletins, information materials,

editorial services 1.41.41.41.4

Looking after Media, Sponsor and society relations 0.70.70.70.7

Sponsor agreement costs (building of the pool) 0.70.70.70.7

Ticket salesTicket salesTicket salesTicket sales 2.32.32.32.3

Ticket sales campaign prizes 0.30.30.30.3

Ticket sales provision to the Ticket office 3% 2.02.02.02.0

Education, materials and food of the National Association Education, materials and food of the National Association Education, materials and food of the National Association Education, materials and food of the National Association

employees and the WFC staff employees and the WFC staff employees and the WFC staff employees and the WFC staff 3.93.93.93.9

Staff meals 1.81.81.81.8

Employee education and materials 0.10.10.10.1

Organisation committee and Honorary organisation committee

meeting costs 0.70.70.70.7

Volunteers' clothing 1.21.21.21.2

TransportationTransportationTransportationTransportation 3.03.03.03.0

Teams and Officials 2.62.62.62.6

Petrol 0.30.30.30.3

Adjacent services, VIP, receptions, opening ceremonies, presents, Adjacent services, VIP, receptions, opening ceremonies, presents, Adjacent services, VIP, receptions, opening ceremonies, presents, Adjacent services, VIP, receptions, opening ceremonies, presents,

rewards rewards rewards rewards 7.77.77.77.7

VIP Main Arena 2.62.62.62.6

VIP Secondary Arena 0.30.30.30.3

VIP IFF 1.61.61.61.6

Press refreshments 0.50.50.50.5

Presents 0.50.50.50.5

Opening ceremony and other special programmes 2.02.02.02.0

Best player rewards and All Star Players 0.10.10.10.1

AntiAntiAntiAnti----DopingDopingDopingDoping 0.80.80.80.8

Doping tests 0.80.80.80.8

TV & Internet TVTV & Internet TVTV & Internet TVTV & Internet TV 6.06.06.06.0

Internet access 0.30.30.30.3

Production of matches 0.80.80.80.8

Internet stream 0.50.50.50.5

TV production medal matches 2.62.62.62.6

TV uplink, satellite segment, cabeling, security, graphics 1.61.61.61.6

Other costsOther costsOther costsOther costs 15.415.415.415.4

Statistics 0.10.10.10.1

Taxi costs 0.10.10.10.1

Translation services 0.10.10.10.1

Cleaning and laundry services 0.10.10.10.1

Parking 0.10.10.10.1

Other costs 0.70.70.70.7

Other office costs 0.10.10.10.1

Insurance of IFF persons 0.10.10.10.1

Purchase of the Fan-products 1.61.61.61.6

Office goods and furniture 0.10.10.10.1

Other riskpost 2.52.52.52.5

Sales commission for Sponsor sales 9.89.89.89.8



AccreditationAccreditationAccreditationAccreditation

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES

Planning phase:Planning phase:Planning phase:Planning phase:

• The accreditation system is closely linked to the plan of how to use the different spaces in the venue. When planning what spaces are used for which purposes, the movement of the different groups shall be considered

• When planning the walking routes of different groups, the mixing of the routes of different groups shall be avoided as much as possible

• In the beginning, the organiser shall decide how many accreditation groups they will have and how many different access zones there will be

• Every person taking part in the event needs to belong to one accredita-tion group (defined by the colour of the accreditation card)

• One person can have access to several access zones depending on the task of the person (defined by access zone numbers marked to the accredita-tion card)

• The organiser shall make a basic plan of where each accreditation group shall have access, but in the final stage the access zones of every person can be evaluated individually and access to additional zones can be granted if needed

Before the event:Before the event:Before the event:Before the event:

• Communicate with IFF about the use of the IFF accreditation system

• Send the logos of the event, association and sponsors to IFF and, together with IFF, design the visual layout of the accreditation cards

• Decide the number of accreditation groups and access zones in co-operation with IFF

• Plan the walking routes and signs needed in the venue (remember that there must be a guard at every mixing point)

• Fill in the information and photos of your own organisation and volun-teers to the accreditation files and print the files

• Print the accreditation files prepared by the IFF

• Before the 1st Technical meeting, give to IFF the accreditation cards of teams, jury, referees, referee management and IFF staff.

• To make it easier to distribute the cards, do NOT attach the neckbands. Give the cards and the neckbands out separately

IFF ACCREDITATION PROGRAMMEIFF ACCREDITATION PROGRAMMEIFF ACCREDITATION PROGRAMMEIFF ACCREDITATION PROGRAMME • IFF provides the use of the IFF Accreditation programme

free of charge for all IFF member associations

• The IFF Accreditation system is a Microsoft Excel-based

software

• Information and photo of every person taking part in the

event is filled in the system and then the system gener-

ates personal identification cards for everyone

• There are step-by-step instructions on how to use the IFF

accreditation programme

• IFF gathers and fills in the information and photos of

teams, referees, jury, referee management and IFF staff &

guests

• The organiser shall fill in the information of their own

organisation, media and volunteers

• The organiser is responsible for printing and laminating

ALL of the accreditation cards (including any costs) and

the distribution of the accreditation cards to different

groups

In order to control the movement of different

groups in the venue, a suitable accreditation system

is needed. The accreditation system defines the dif-

ferent groups participating in the event and sets the

limits for the access of the groups.

The basic elements of a functional accreditation

system are personal identification cards and clearly

visible signs all over the venue marking the different

access zones and routes for different groups.

Front side of the IDFront side of the IDFront side of the IDFront side of the ID----card card card card Back side of the IDBack side of the IDBack side of the IDBack side of the ID----cardcardcardcard

Before the event (cont.):Before the event (cont.):Before the event (cont.):Before the event (cont.):

• The team accreditation cards shall be organised so that each team is in one pile and WITHOUT the neckbands attached (these shall be given separately - one neckband for each accreditation)

• The IFF Jury/Staff will distribute the team accreditation cards in conjunction with the passport checking at the 1st technical meeting

• Organise the distribution of the accreditation cards to your organisation and volunteers

During the event:During the event:During the event:During the event:

• For VIPs and guests arriving at the matches during the event, organise the distribution of their accreditation cards from the accreditation office at each venue

• Be prepared to print more accreditation cards during the event for unannounced guests, damaged accreditations etc.



AccreditationAccreditationAccreditationAccreditation

TIMELINETIMELINETIMELINETIMELINE

TaskTaskTaskTask DoneDoneDoneDone

33 33 -- -- 6 months

6 months

6 months

6 months

Recruit persons to plan and organise the accreditaton process and co-

operate with IFF

Recruit persons to work in the accreditation office during the event

3 m

onths 3 m

onths 3 m

onths 3 m

onths

Decide the layout of the accreditation cards, accreditation groups and

access zones

Evaluate how many accreditation cards are needed and agree about the

printing with a printing house

Before startBefore startBefore startBefore start

Prepare the accreditation files of LOC, media, volunteers, guests and VIP’s

Print all of the accreditation files

Organise the printed accreditation cards so they are easy to distribute

Distribute accreditation cards to different groups

Brief security personnel and volunteers on how to ’read’ the accreditation

ResponsibilityResponsibilityResponsibilityResponsibility

DeadlineDeadlineDeadlineDeadline



NEEDED RESOURCESNEEDED RESOURCESNEEDED RESOURCESNEEDED RESOURCES

• 1 person in charge of planning the transportation

• The team of 6-8 persons for laying the floor

• One “professional” to lead the flooring

NOTES:NOTES:NOTES:NOTES:

NEEDED EQUIPMENTNEEDED EQUIPMENTNEEDED EQUIPMENTNEEDED EQUIPMENT

• IFF accreditatation program to create the accreditation

cards

• One neckband for every accreditation card

• Computer in the accreditation office with access to the IFF

accreditation program and printer

• Colour printer in the accreditation office during the event

• Digital camera

• Laminating machine + supplies

• Spare neckbands

Person responsible: Person responsible: Person responsible: Person responsible: _____________________


• One person to plan the accreditation groups and access zones,

once the use of different spaces in the venue is decided

• One person to co-operate with IFF concerning the IFF accredi-

tation programme layout and accreditation files

• One person to make an agreement with the printing company

to print and laminate the accreditation cards

• 1-3 persons to prepare the accreditation files of LOC and

volunteers

• Enough persons to organise the completed accreditation cards

and distribute them to different groups

• 1-2 persons to work in the accreditation office during the

event



TransportationTransportationTransportationTransportation

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Transportation of IFF personnel Transportation of IFF personnel Transportation of IFF personnel Transportation of IFF personnel Before the event:Before the event:Before the event:Before the event:

• Confirm the person who is responsible for the transportation before, during and after the event. The contact information shall be sent to the IFF office

• The IFF will provide a list of arrivals and departures to the organ-iser no later than one month before the event

• Make a transportation schedule according to the list of arrivals

• Test the transportation routes and time them in order to be able to plan the transportation schedule

• Arrange the transportation from the airport/harbour/train station to the hotels and confirm the schedule to IFF office at least two weeks before the event

• Having one extra vehicle for unexpected transportation needs is recommended

During the eventDuring the eventDuring the eventDuring the event

• Make a schedule for the transportation and consult with the jury, referee management and IFF staff about the schedule

• Generally, the IFF personnel need to be in the venue one and half hours before each match

• Arrange the transportations between the hotel and the venues

• The most preferable way is to have a continuous shuttle between the venue and the IFF hotel. The other way is to have a fixed schedule which is approved by IFF

After the eventAfter the eventAfter the eventAfter the event

• Arrange the transportations from the hotel to the airport/harbour/train station according to the departure schedule provided by IFF

COCOCOCO----OPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICE • Provide the contact information for the person responsible

for transportation to the IFF office

• There will be one person at the IFF office who will help

you if any questions come up

• Make the final check early enough before the event, in co-

operation with the IFF office

• There are no stupid questions concerning the logistics

GENERALGENERALGENERALGENERAL • It is important to co-operate with the IFF office on all

issues related to transportation and logistics

• There shall always be someone who is responsible for the

transport and logistics at the event

• Start to arrange logistical issues early enough and pay

attention to them in planning the event

• Check the possibility of using the local public transportation

system for teams • If possible, have one extra vehicle to handle unexpected

transport needs

The transportation issues are divided into two differ-

ent areas: the transportation of the personnel and

the transportation of IFF materials.

The organiser is responsible for the transportation of

all personnel related to the event. The IFF office will

provide material according to the contract, which is

made before every IFF event. In some events, the

organiser is also responsible for the transportation of

the teams during the event.

TEAM TRANSPORTATIONSTEAM TRANSPORTATIONSTEAM TRANSPORTATIONSTEAM TRANSPORTATIONS • In the events where the organiser is responsible for trans-

porting the teams during the event, this responsibility

starts two days prior to the event and ends the day after

the last match of the teams

• The organiser is always responsible for the arrival and

departure transportation of teams to/from harbour/airport/

railway station

• Ask at least three months in advance for the teams’

transportation needs

• Preferably, use public transportation or a professional

transportation company to plan the team transportations

• If possible, avoid transporting more than one team at the

same time on the same transport

Photo: Hans Ulrich Mülchi 2011



TransportationTransportationTransportationTransportation



3 months

3 months

3 months

3 months

Recruit persons to be in charge of planning the transportation

Recruit persons coordinating the drivers

Recruit drivers

4 weeks 4 weeks 4 weeks 4 weeks

Plan work shifts and educate the team


Before Before Before Before

startstartstartstart Final check lists in a briefing meeting with the team






• One person in charge of planning the transportation

• 2 persons coordinating the drivers

• 5-6 drivers per day

These figures depend on the number of the matches and num-

ber of venues



• Cars and buses

• Mobile phones

• Logistic centre in the bus company

• Maps of the venue and hotel locations

• Navigators / GPS




Materials TransportationMaterials TransportationMaterials TransportationMaterials Transportation


• Contact the IFF office at least 3 months before the event about the transportation of the materials

• Check the requirements of the local authorities for the transportation. Are there any customs declarations needed that the IFF has to take notice of before shipping the material?

• Make sure that you have all the needed equipment, for example the flooring machine, tapes for the floor and for the lines etc. If not, please inform the IFF office

• Make sure that there will be storage space available when the mate-rials arrive in accordance with what has been commonly agreed

• Check with the venue whether there is a loading dock for lorries and that there are forklifts available (one roll of the floor weighs 158 kg and a full roll cage approximately 1000 kg)

• There has to be a person responsible for receiving the materials and report back to IFF in detail what has arrived

• The floor needs to rest for at least 12 hours after unrolling, before it can be assembled. (Read more in Chapter 2: Competition - Flooring)

• Arrange enough personnel for unpacking and packing the materials. Since there has to be personnel working before and after the actual tournament days, this means also the security personnel

• Arrange a check of the material with IFF before the end of the event

• After the event, make sure that the transportation schedule is clear and that there are enough personnel to handle the loading of the materials. If the event ends during the weekend the trucking compa-nies usually start loading the material on the next workday, so do not plan any loadings for Saturdays and Sundays

• After the event, make an inventory list together with IFF

• All the extra IFF marketing materials shall be returned to the IFF

COCOCOCO----OPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICE • Provide the contact information for the person responsible

for transportation to the IFF office

• There will be one person at the IFF office who will help

you if any questions come up

• Make the final check up early enough before the event in

co-operation with the IFF office

• There are no stupid questions concerning the logistics

• Information about the space needed for storing materials

can be provided by the IFF office

GENERALGENERALGENERALGENERAL • It is important to co-operate with the IFF office on all

issues related to transportation and logistics

• There shall always be someone who is responsible for the

logistics of the event

• Start to arrange logistical issues early enough (3 months)

and pay attention to it in the planning of the event

The transportation of the IFF materials is a very im-

portant part of the logistics. According to the contract

made by the IFF and the LOC before the tournament,

the IFF will provide some materials for the organiser.

The material will be the floors, rinks, goals, balls, IFF

flag and also the IFF marketing material, including the

floor and rink stickers.

PACKING OF MATERIALSPACKING OF MATERIALSPACKING OF MATERIALSPACKING OF MATERIALS • Before the return loading of the IFF materials, the LOC

must insure that all the materials, according to the origi-

nal packing list, have been found after the event

• The transportation materials (i.e. rink carriages, floor

pallets with iron bars, cardboard floor rolls and the black

packing tape) has to be clean and dry

• The floor rolls should be cleaned and then rolled with the

playing surface outside (floor rolls shall be turned upside

down before rolling)

• The floor rolls are to be sealed with the black packing

tape



MaterialsMaterialsMaterialsMaterials TransportationTransportationTransportationTransportation


TaskTaskTaskTask DeadlineDeadlineDeadlineDeadline ResponsibilityResponsibilityResponsibilityResponsibility DoneDoneDoneDone

3 months

3 months

3 months

3 months

Contact and co-operate with the IFF office

Recruit persons in charge of planning the transportations

Recruit persons for laying the floors

22 22 -- -- 4 weeks

4 weeks 4 weeks 4 weeks

Make the final check list of the materials with the IFF office

Confirm the materials transportation schedule


startstartstartstart Educate the working group




• One person in charge of planning the transportation

• A team of 6-8 persons for laying the floor

• One “professional” to lead the floor laying

• Personnel before and after the tournament to handle the

unpacking and packing of the IFF materials



• Fork lift, (the floor cages are heavy... one cage weighs

1,000 kgs)

• Tape machine for the floor

• Tape for attaching the floor rolls together

• Tape to make the lines

• If possible, a machine to roll the floors after the event

• The necessary equipment to place the floor stickers




AccommodationAccommodationAccommodationAccommodation


Hotel and other accommodation:Hotel and other accommodation:Hotel and other accommodation:Hotel and other accommodation:

• Negotiate and make preliminary reservations with hotels and other ac-commodations for the expected need, at least 12 months before the event

• There must be three different price levels of accommodation for the teams:

• 3+ star hotels

• Basic level hotels

• Youth hostels, motels and other solutions

• Ensure that all the hotels you are proposing to the teams are within a reasonable distance from the venues (it is for you to define the distance, keeping in mind the transport schedule)

• Set aside the hotel planned for IFF personnel, keeping in mind that they shall be kept apart from the teams. More important than the standard is the location, the meeting rooms, internet services and availability of the food service

• In order to get payback revenue from the team hotels and accommoda-tion providers, you need to try and secure a commitment to other ser-vices (such as meals and meeting room facilities) from the teams

• Inform the teams of the accommodation alternatives no later than 8 months prior to the event (in the first information letter)

• Make sure that all teams have booked their accommodation well before the start of the event

• Put information about hotels for spectators onto the event web pages

MealsMealsMealsMeals

• Negotiate and arrange with the IFF hotel the possibility to get food in the evening, especially for after late matches

• It is also preferable to have food options for the participating teams (for example in the venues)

Meetings rooms:Meetings rooms:Meetings rooms:Meetings rooms:

• The IFF hotel needs to have meeting rooms sufficient for the daily refe-ree meetings, possible Central Board meeting and the Technical meetings of the event

• If the event is the Adult World Championships there will also be a need of a meeting room accommodating 120 persons, for either the General Assembly or the President’s and General secretaries meeting which are held during these Championships.

COCOCOCO----OPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICE • It is very important to be in constant contact with the

different parties concerning hotels and other accommoda-

tions.

GENERALGENERALGENERALGENERAL • There will be demand for a variety of accommodation

across the different target groups

• It is the organiser’s responsibility to propose accommoda-

tion alternatives at various price levels to IFF officials,

participating teams, associations and media

• It is important that hotels and other providers don’t

impose onerous terms and conditions during the event

• The hotel for IFF personnel shall be of at least 3 star+

standard and needs to be approved by IFF

A sufficient number of hotel rooms and other

accommodation, at various price levels, must be available

in each Host City in order to satisfy the demands of

participating teams, IFF, sponsors and spectators. It is

preferred to have the accommodation alternatives within

10km of the arenas.



AccommodationAccommodationAccommodationAccommodation



12 months

12 months

12 months

12 months

Negotiate and make preliminary reservations with hotels and other

accommodations

8 months

8 months

8 months

8 months

Inform the teams of the accommodation alternatives

Confirm with the IFF about the hotel for IFF personnel


startstartstartstart Make sure that all teams have reserved accommodation









• One person to negotiate with the hotels about accommoda-

tion offers for different groups

• One person to be in contact with teams and make sure they

have reserved the accommodations



CateringCateringCateringCatering


Catering:Catering:Catering:Catering:

• Negotiate with local caterers or the venue restaurant early enough before the tournament starts

• It is also possible to arrange catering provided directly by the organiser

• The larger the amount of meals to supply, the easier it is to negotiate a lower price for each meal

• The time schedule for the meals should be negotiated to be as flexible as possible

• Supply drinks for the volunteers and IFF personnel. The work can often be physical and it is important to provide adequate refreshments so that staff do not suffer dehydration

• Arrange a flexible schedule for lunches and dinners in the IFF hotel and at the venues

• The matches usually start early and end late and there should always be a possibility for the IFF personnel to have dinner late in the evening at the hotel

• The catering for the teams and volunteers is very important

• Some teams do not want to have any catering provided by the organ-iser, but the option should nevertheless exist

• Note the schedules of the teams when planning the times for when each team is eating

• Settle a deadline for the teams to advise if they will use the catering provided by the organiser and also the amount of meals needed each day

• When making the working list for the volunteers include the meal schedule as well, since that is the best way to inform the caterer about the amount of meals needed. You do not want the caterer to run out of food because of the lack of information given to them

• The payment of each meal can be arranged in many ways, for example a meal coupon system, individual cash payments, or a list of names of those allowed to receive meals. Whatever the system, all stakeholders have to be informed about the chosen system early enough before the tournament

• When arranging the catering note also the environmental issues and recycling, where possible

COCOCOCO----OPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICE • It is really important to be in constant contact with the

different parties concerning catering

GENERALGENERALGENERALGENERAL • There should be a meal or food option for everyone who

works in the tournament

• It is the organiser’s responsibility to propose catering

alternatives at various price levels to IFF officials, partici-

pating teams, associations and media

• It is important that caterers and other providers don’t

impose onerous terms and conditions during the event

When arranging an event it is important to take care

of the catering properly. Most of the people working

for the tournament spend a whole day, or at least

several hours, in the venues and they do not always

have the possibility to go outside the venues to eat.

The food should also be nutritious and suitable for

athletes.



CateringCateringCateringCatering



12 months

12 months

12 months

12 months

Negotiate and make preliminary reservations with the caterers

8 months

8 months

8 months

8 months

Inform the teams and the IFF office of the catering options


Confirm with the teams and IFF about how many meals will be needed

Confirm the amount of people who need meals with the caterer

Prepare clear instructions for the teams and IFF about how the catering

system will work







• An area within each venue reserved for catering



• One person to negotiate the catering offers for different

groups

• One person to be in contact with teams and IFF to make

sure they have reserved the catering if needed



Volunteer ManagementVolunteer ManagementVolunteer ManagementVolunteer Management

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Planning phase:Planning phase:Planning phase:Planning phase:

• The first thing to do is make an analysis of how many and where the volunteers are needed

• It is important to map how many different volunteer teams you are to form, what they will do and then to have enough team leaders to run the teams

• There are many individuals who like to volunteer in big events despite that they might not have any connection to the sport

• A volunteer must be at least 15 years of age

Volunteer recruitment:Volunteer recruitment:Volunteer recruitment:Volunteer recruitment:

• Make a simple and explanatory invitation of what is required and what is available for volunteers. List the different positions.

• Before sending out the invitation, plan what kind of education will be given and when, and if there will be a test event (NOTE: We strongly support the idea of having a test event)

• Ask the possible volunteers to inform what their preference is to do at the event, as well as their secondary options

• Collect all needed information, like clothes size, experience, language skills, contact details, occupation, special knowledge, availability during the event etc.

• If needed, help in organising accommodation for out-of-town volunteers Volunteer placement:Volunteer placement:Volunteer placement:Volunteer placement:

• Based on the wishes, skills and availability of the volunteers the LOC first needs to deploy the team leaders and then the team members

• In some specialised areas, such as security, first aid, and video filming you might need to look separately for volunteers

• Remember to have a secondary position for each person, so that you have back-ups if something happens

• Inform the volunteers that they are accepted and the timing for their education

VOLUNTEER MANAGEMENTVOLUNTEER MANAGEMENTVOLUNTEER MANAGEMENTVOLUNTEER MANAGEMENT • STEP 1: Define the roles of volunteers & how many are needed

• STEP 2: Plan the education of the volunteers

• STEP 3: Collect information about the volunteers,

• STEP 4: Make the selection and inform the applicants

• STEP 5: Educate the team leaders first, then the rest

• STEP 6: Run a test event (using your volunteers)

• STEP 7: Based on the test event, look over your plans

• STEP 8: Finalise schedules, work rosters, food service etc.

• STEP 9: De-brief, give feedback and thank the volunteers

There is an ever-increasing need for volunteers to

assist with sport development and especially sports

events. There are opportunities for men and women

from all walks of life and with all kinds of skills to

contribute to sport as volunteers.

As you can easily see from this handbook, there are

a large number of people needed to organise and

run an event, regardless of its size. The manage-

ment of volunteers is a very important part of how

you make them commit to the event.

Volunteer education:Volunteer education:Volunteer education:Volunteer education:

• Arrange education for the team leaders, building the LOC Event manual and defining how everything will be run

• In the second stage bring in all the volunteers, preferably at least 6 months prior to the event. Test the functionality of the volunteers and their skills. This is the time you can make changes. Organise the fitting of volunteer outfits etc.

• After the test, agree with the volunteers about their working shifts and plan the running of the event

• You need the final number of volunteers to order food and clothing for the volunteers

• Ask for a written commitment from the volunteers Before the Event:Before the Event:Before the Event:Before the Event:

• Check that all team managers have the needed staff and make the back-up plan of deployment

• Organise transportation between venues, if needed

• Secure the food service and refreshments in the venues

SOURCES OF VOLUNTEERSSOURCES OF VOLUNTEERSSOURCES OF VOLUNTEERSSOURCES OF VOLUNTEERS • Players, Referees and Coaches

• Students undergoing professional training

• Current or retired business professionals.

• Foreign Floorball Fans

• Military or government employees

• Employees of other Sport Federations



Volunteer Management Volunteer Management Volunteer Management Volunteer Management



12 months

12 months

12 months

12 months

Plan the organisation and amount of volunteers need

Invite volunteers

Organise the first education for team leaders

Write the LOC event manual

6 months

6 months

6 months

6 months

Assign the volunteers & Volunteer management

Organise the Test event

Confirm the participation and availability of the volunteers


Make the working shifts

Confirm food and refreshments for volunteers





• Human resource deployment plan

• Project plan

• Organisational chart

• Invitation letter and application form for volunteers

• Clothes for volunteers

• Food and drink for volunteers



• The LOC to define the need of volunteers

• One person to plan the volunteer recruitment process and to

manage it

• One person to choose the team leaders

• One person to appoint the volunteers together with the

team leader

• One person to manage the volunteers during the Event



CommunicationsCommunicationsCommunicationsCommunications


Before the Event:Before the Event:Before the Event:Before the Event:

• Decide on how the LOC will communicate all the necessary information to

everyone involved in the preparation of the Event

• Plan a system of communication with your volunteers so that you can

tell them what is happening and when, and that they can also update

their personal information and contact details (eg. Facebook, SMS, email,

website)

• Plan how the LOC will communicate so that everybody has access to all

of the information about the Event (eg. Dropbox files, email groups,

Skype meetings, Intranet etc)

• Decide on what level of Internet services you will need at the venues for

both the organiser and the media

• Order and install mobile phone services. Check with different suppliers to

get the best offer, or negotiate a barter agreement in return for sponsor-

ship recognition.

• Decide on how staff and volunteers will communicate during the event.

Remember that every person at a security check zone needs to have

some way of contacting the Competition office or their supervisor if they

need help.

• If you decide to use walkie talkies, order early enough and check their

operation within the venue. Decide if you will use different channels for

different groups.

• Plan an Information Centre within each venue (can be located in the

Competition Office) that can be easily accessed by all volunteers and

staff.

During the Event:During the Event:During the Event:During the Event:

• In the Information Centre have a blackboard or noticeboard that has all

the information that is needed - work rosters, catering times, transport

schedules, match schedules, contact information for supervisors, LOC & IFF

personnel

• Keep in constant contact with your volunteers - SMS, email, noticeboard

• Make sure that the internet connections are all working properly, reload

the mobile phones, and regularly update the information centre

COCOCOCO----OPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICE • It is very important to maintain constant communication

with the IFF office before the Event. Give regular reports

of your preparation progress, ask for help if you need it • During the Event, the IFF personnel are responsible for

making sure that everything runs smoothly. Keep them

updated with any problems and ask for help if you need

it. • Daily meetings between the LOC and IFF are very impor-

tant to ensure that information about what is happening

each day at the Event is communicated to everybody

involved.

GENERALGENERALGENERALGENERAL • There need to be clear communication channels that are

used and promoted.

• Make sure that everybody involved with the event knows

where they can find information or who they can contact

to ask about something

• Communication should be a two-way process. Listening is

one of the most important parts of good communication.

Listen to the advice given by IFF Staff, listen to the

comments and feedback from volunteers, media and teams.

• Use the information you receive from all channels to help

make your Event better and to run more smoothly

Good communication, both before and during your Event, will be a key factor to its success. You need

to make sure that everyone involved has access to information about what is happening and when.

The communication between the LOC, IFF, staff, volunteers, media, suppliers and sponsors will be crucial.

How will you communicate with your volunteers before the Event? How will the volunteers get

information during the Event? How will the LOC communicate with each other? It is not just the

information that is important, but also how it will communicated that needs to be clear.



CommunicationsCommunicationsCommunicationsCommunications



12 months

12 months

12 months

12 months

Decide on how information will be communicated within the LOC

Decide on how information will be communicated to/from the staff and

volunteers

8 months

8 months

8 months

8 months

Negotiate with companies to supply the necessary communication

equipment

Decide where the Information Centre will be in each venue

Recruit persons to be in charge of the Information Centre


Make sure everybody understands how they can communicate with each

other - SMS, phone, walkie talkie, noticeboard







• Mobile phones and SIM cards

• Walkie talkies

• Noticeboard



• One person to coordinate the communication

• One person to look after the Information Centre

• Communication plan



Internet ServicesInternet ServicesInternet ServicesInternet Services



• Determine all of the different user groups during your Event. For exam-

ple: TV, photographers, journalists, IFF, LOC, match secretariat

• Determine the needs of the different user groups:

◊ Each TV commentary position needs a separate internet connec-

tion

◊ Video streaming upload connections must be at least 2MB SDSL

◊ Press room and media stands - wireless and/or cable

◊ Match secretariat - secure cable connection

◊ IFF - wireless and/or cable

◊ LOC - wireless and/or cable

• Determine what equipment and hardware you will need - cables,

switches, routers etc

• Find out what IT infrastructure might already be available in the venues

• Once you know what you will need then you can start to negotiate with

providers about the service arrangements and costs

• Have flexible service agreements that allow you to get extra bandwith or

connections if needed

• Make sure that you have service agreements in place early enough so

that all the set-up can be completed well before the Event begins. (For

example, you may need to have contracts signed 6 weeks before the

start of using the internet services)


• Make sure that the internet connections are reliable and always working

• Fix any problems IMMEDIATELY

• Have contact details for the Internet provider easily available in the

Competition office

• Monitor how many users you have on different services. Do you need to

organise extra bandwith? Are the internet connections able to adequately

handle the amount of usage?

COCOCOCO----OPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICEOPERATION WITH IFF OFFICE • It is very important to discuss with the IFF office

before the Event the kinds of internet services that

will be required • IFF staff have good knowledge of the level of

services that you will need to provide - ask them

for advice if you are not sure • IFF staff need to have access to internet at all

venues, hotels and meeting rooms

GENERALGENERALGENERALGENERAL • The internet services need to be reliable and big

enough to provide good connections for all of your

different users

• Wireless services should be closed networks and the

access codes should be limited only to the appropri-

ate users

• Media services, and TV in particular, need large

bandwith - make sure you provide the adequate

connections for them

• Don’t forget that the match secretariat must have

an internet connection for online statistics and

match reporting

The use of the internet and related services is an integral part of all major events today. If you are

unable to provide good internet services during the Event, there will be very little information

distributed about your Event. Internet is vital for your website, video streaming, media reporting,

photos, social media, general communications and much more.

You will have many different groups of users for the internet services during the Event and it is

important to determine early on what the different needs are for all of these groups as it will greatly

influence the level of service that you need to provide.



Internet ServicesInternet ServicesInternet ServicesInternet Services



8 months

8 months

8 months

8 months

Decide on the user groups

Decide on the different levels of need of each user group

Decide on the IT infrastructure and hardware that you will need

4 months

4 months

4 months

4 months

Appoint someone to manage the internet arrangements

Negotiate with internet service providers


startstartstartstart

Make sure all equipment and services have been tested and are

operating properly







• Hardware - routers, cables, switches

• Wireless access codes



• One person to manage the Internet Services

• Flexible service agreement that allows for increased bandwith

or usage if required

• 1-2 technical people to fix problems on-site


4. Anti4. Anti4. Anti4. Anti -- -- Doping

DopingDopingDoping



AntiAntiAntiAnti----DopingDopingDopingDoping



DopingDopingDoping


TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Before the event:Before the event:Before the event:Before the event:

• The number of tests shall be decided according to the IFF Test Distribution Plan (TDP) and shall be written in the agreement be-tween the IFF and the organiser

• Contact the National Anti-doping Organisation (NADO) and the labo-ratory in good time before the event and agree about the date, place, Doping Control officers (DCOs) etc.

• Agree with the NADO about the amount of chaperones. Define if the NADO uses their own chaperones for the testing or if they will educate LOC volunteers to become the chaperones (the minimum age is 18 years and same gender as the tested players)

• Decide where the Doping control room shall be situated in the arena and ensure that the doping control room meets the IFF requirements

• Include information about Doping Control into the Information Let-ters sent to the teams before the event (information from IFF and NADO) and include information also to the team manuals


• Make sure that the DCO’s have the needed accreditations

• Meet with the DCO’s and the IFF Anti-doping Officer (or nominated IFF representative) to check the facilities and the procedures

• Make sure that before the match starts, the DCO’s receive the team lists (match record) from which players are selected

• Make sure that the DCO’s meet (and educate) the chaperones

• Make sure that you have an educated chaperone for each tested player

COCOCOCO----OPERATIOPERATIOPERATIOPERATION WITH IFF & NADO’sON WITH IFF & NADO’sON WITH IFF & NADO’sON WITH IFF & NADO’s • The local organiser shall contact the IFF in order to agree

upon the number of tests to be conducted and the time-

table for the tests

• It is important that the local organiser then contacts the

NADO (as soon as possible) in order to reserve the dates

for tests and to make the agreement with the NADO and

the Laboratory

GENERALGENERALGENERALGENERAL • In order to ensure that the IFF may pursue its Anti-

Doping program in the Host Country any anti-doping laws

in the Host Country must be consistent with the IFF Anti-

Doping regulations • In IFF events, the IFF shall determine the number of

finishing placement tests, random tests and target tests

performed • If the tests are performed randomly, the selection process

shall be made by drawing of lots and an IFF representa-

tive shall act as a supervisor during the selection process

Doping controls are carried out in the IFF events in

accordance with the World Anti-Doping Code, the IFF

Anti-Doping Regulations and the International Standard

for Testing (IST). There are doping tests conducted in

IFF events according to the agreement between the

IFF and the organiser.

The number of doping tests during the event depends

on the current IFF Test Distribution Plan (TDP), and all

tests are carried out by specially trained and accred-

ited doping control personnel.

SELECTION OF TESTED PLAYERSSELECTION OF TESTED PLAYERSSELECTION OF TESTED PLAYERSSELECTION OF TESTED PLAYERS • If not otherwise ordered by the IFF, the players are to be

randomly selected

• The selection process is preferably done during the second

intermission of the match

• The players are randomly selected by drawing lots

(numbers 1-20) and an IFF representative shall oversee

the selection process

• The chaperone shall inform one team official about the

player to be tested right after the match ends

• The team official and the chaperone will then inform the

player about the selection to the doping test • The chaperone will remain with the selected player until

the sample collection has been completed



DopingDopingDoping

Doping Control Room Doping Control Room Doping Control Room Doping Control Room The Doping Control room must be located inside the competition venue, close to the playing field, locker rooms and the first aid room.

To ensure athlete privacy, the Doping Control room must be inaccessible to the public, located away from the media and spectator areas

and access may only be granted to authorised persons:

• Doping Control Officers and chaperones

• Selected players

• Accompanying officials of the selected players

• National Federation Anti-Doping Official

• International Federation Anti-Doping Official / IFF representative

• Interpreter (if required)

• Other authorised personnel i.e. WADA observers

Doping control signs must be hung on the door of the Doping Control room as well as in the corridors to indicate the way to the doping

control area. The signs should be in English ("Doping Control"). The doping control room must contain the following areas:

WAITING AREAWAITING AREAWAITING AREAWAITING AREA

• Equipment: At least 5 comfortable seats, tables, a fridge with drinks and refreshments

• Reading material, television or a radio are also helpful to create a relaxed atmosphere

• Only the authorised persons are to enter the waiting room

SAMPLESAMPLESAMPLESAMPLE----TAKING AREA(S)/ADMINISTRATION AREA(S)TAKING AREA(S)/ADMINISTRATION AREA(S)TAKING AREA(S)/ADMINISTRATION AREA(S)TAKING AREA(S)/ADMINISTRATION AREA(S)

• Equipment: One desk, 4 chairs, a table for the samples, washbasin, soap and towels. If possible, a lockable refrigerator for

storage of samples should also be supplied

• The tested player needs to have privacy, but if separate rooms are not available for waiting and administration areas a

single room can be separated by a partition or screen.

TOILETSTOILETSTOILETSTOILETS

• At least one toilet is required in the sample collection area and if possible a separate sample collection area should be

provided for each gender being tested.

• Large enough for the DCO to directly observe the player providing the sample

Waiting room

(restricted area)

Sample-taking area/

Adminstration area

Toilet Locked door



DopingDopingDoping

Doping ControlDoping ControlDoping ControlDoping Control 12 STEPS OF DOPING CONTROL12 STEPS OF DOPING CONTROL12 STEPS OF DOPING CONTROL12 STEPS OF DOPING CONTROL 1. ATHLETE SELECTION1. ATHLETE SELECTION1. ATHLETE SELECTION1. ATHLETE SELECTION

All players entering IFF events can be selected for doping control

2. NOTIFICATION2. NOTIFICATION2. NOTIFICATION2. NOTIFICATION

A Doping Control Officer (DCO) or chaperone will notify the player of their selection for doping control. The DCO or chaperone will

inform the player of her/his rights and responsibilities, including the right to have a representative present throughout the process.

The player will be asked to sign a form confirming that she/he has been notified of doping control.

3. REPORTING TO THE DOPING CONTROL STATION3. REPORTING TO THE DOPING CONTROL STATION3. REPORTING TO THE DOPING CONTROL STATION3. REPORTING TO THE DOPING CONTROL STATION

The player should report to the doping control station immediately. The DCO may allow the player to delay reporting to the station

for activities such as a press conference or the completion of a training session, however, the player will be accompanied by a DCO

or chaperone from the time of notification until the completion of the sample collection process.

4. SELECTION OF A COLLECTION VESSEL4. SELECTION OF A COLLECTION VESSEL4. SELECTION OF A COLLECTION VESSEL4. SELECTION OF A COLLECTION VESSEL

The player is given a choice of individually sealed collection vessels and may select one. The player should verify that the equipment

is intact and has not been tampered with. The player should maintain control of the collection vessel at all times.

5. PROVISION OF SAMPLE5. PROVISION OF SAMPLE5. PROVISION OF SAMPLE5. PROVISION OF SAMPLE

Only the player and the DCO or chaperone of the same gender are permitted in the washroom during the sample provision. The

objective is to ensure that the DCO is observing the sample provision correctly.

6. VOLUME OF URINE6. VOLUME OF URINE6. VOLUME OF URINE6. VOLUME OF URINE

The DCO shall ensure, in full view of the player, that the minimum required volume of 90ml has been provided. If the player is

unable to provide 90ml, he/she will be asked to provide additional urine until the minimum volume has been attained.

7. SELECTION OF SAMPLE COLLECTION KIT7. SELECTION OF SAMPLE COLLECTION KIT7. SELECTION OF SAMPLE COLLECTION KIT7. SELECTION OF SAMPLE COLLECTION KIT

The player is given a choice of individually sealed sample collection kits from which to choose one. The player should verify that the

equipment is intact and has not been tampered with. The player shall open the kit and confirm that the sample code numbers on

the bottles, the lids, and the container all match.

8. SEALING THE SAMPLES8. SEALING THE SAMPLES8. SEALING THE SAMPLES8. SEALING THE SAMPLES

The player should seal the A and B bottles. The player’s representative and the DCO should verify that the samples are sealed prop-

erly.

9. MEASURING SPECIFIC GRAVITY9. MEASURING SPECIFIC GRAVITY9. MEASURING SPECIFIC GRAVITY9. MEASURING SPECIFIC GRAVITY

The DCO is required to measure the specific gravity of the sample provided. If the sample does not meet the specific gravity require-

ments, the player will be asked to provide an additional sample(s)

10. COMPLETION OF THE DOPING CONTROL FORM10. COMPLETION OF THE DOPING CONTROL FORM10. COMPLETION OF THE DOPING CONTROL FORM10. COMPLETION OF THE DOPING CONTROL FORM

The player should provide information on the doping control form about all prescription or non-prescription medication or supple-

ments that he/she has taken recently. The player also has the right to note comments on the form regarding the conduct of the

doping control session. The player shall confirm that all of the information is correct, including the sample code number. The player

will receive a copy of the doping control form and shall ensure that the laboratory copy of the form does not contain any informa-

tion that could personally identify them.

11. THE LABOATORY PROCESS11. THE LABOATORY PROCESS11. THE LABOATORY PROCESS11. THE LABOATORY PROCESS

The samples are packaged for shipping to ensure that their security is tracked. They are sent to a WADA accredited laboratory,

which will adhere to the International Standard for Laboratories when processing the samples, ensuring the chain of custody is

maintained at all times.

12. A & B SAMPLES12. A & B SAMPLES12. A & B SAMPLES12. A & B SAMPLES

The A sample is analysed. The B sample is securely stored and may be used to confirm an Adverse Analytical Finding (AAF) for the

A sample. The laboratory will report the result of the sample analysis to the IFF and WADA.



DopingDopingDoping



TaskTaskTaskTask DoneDoneDoneDone 6 to 12 6 to 12 6 to 12 6 to 12

months

months

months

months

Contact IFF & NADO to finalise the date and place for the tests

33 33 -- -- 12 weeks 12 weeks 12 weeks 12 weeks

Make sure that you have enough educated volunteers available (minimum

Plan the place for the doping control room




Brief the volunteers and meet the DCOs






• One person responsible for organising the doping tests

• One chaperone per tested player (note that you might not

be able to use the same chaperone for two matches in row

since it can take some time before the player is finished)



• Doping control room with waiting room, sample-taking area

and toilet

• Chairs, water and Soft drinks for the waiting area

• Magazines/TV/Radio if possible in the waiting room

• Table and four chairs for the sample taking area

• Soap and towels for the sample taking area

• Ideally, a (lockable) fridge for temporary storage of the

samples

• If needed, movable screens

Person responsiblePerson responsiblePerson responsiblePerson responsible: : : : _____________________

GLOSSARYGLOSSARYGLOSSARYGLOSSARY • WADA = World Anti-Doping Agency • Code = The World Anti-Doping Code • NADO = National Anti-Doping Organisation/Agency • DCO = Doping Control Officer • TDP = Test Distribution Plan • IST = International Standard for Testing



DopingDopingDoping

AntiAntiAntiAnti----Doping Doping Doping Doping Campaign SNTDCampaign SNTDCampaign SNTDCampaign SNTD

CAMPAIGN ELEMENTSCAMPAIGN ELEMENTSCAMPAIGN ELEMENTSCAMPAIGN ELEMENTS The IFF Say NO! to Doping campaign contains the following elements, which can be used separately or as a whole. The organisers are also free to use their own imagination and develop new elements to the campaign or form the campaign to meet their needs. Say NO! to Doping stand in the Arena:Say NO! to Doping stand in the Arena:Say NO! to Doping stand in the Arena:Say NO! to Doping stand in the Arena:

• Best Clean Slapshot competition. Speed shooting contest.

• Say NO! to Doping flyers

• WADA Play True Quiz with 10 questions about anti-doping

• Say NO! to Doping balls

• Star players to visit the stand and give autographs

• Say NO! to Doping video on a TV screen Other elementsOther elementsOther elementsOther elements:

• Say NO! to Doping video clips on a jumbo screen

• IFF Say NO! to Doping balls can be used during the warm-ups

• IFF Say NO! to Doping balls can be given to the opening line-ups and thrown to the audience

• Promotion of the SNTD campaign on IFF & Organiser’s website and Newsletters

• Advertisement in the match programme with details about the campaign IFF´s Say NO! to Doping campaign can be launched in combination with other Events or campaigns, for example athlete’s health pro-grams, training programs, national anti-doping programs etc. Should there be interest in this campaign from IFF Event organisers, please do not hesitate to contact the IFF Office ([email protected]).

The Say NO! to Doping (SNTD) campaign is a great opportunity to cooperate and spread the message

of clean sport in a fun and interesting way as the players, spectators as well as different Anti-doping

organisations are involved in promoting clean and fair sport.

The aim of this campaign is to show IFF´s commitment to promoting education and awareness as a

cornerstone to the fight against doping in sport. The campaign is launched in partnership with the

World Anti-Doping Agency (WADA).


5. Marketing5. Marketing5. Marketing5. Marketing



MarketingMarketingMarketingMarketing



Ticketing systemTicketing systemTicketing systemTicketing system

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Planning stage:Planning stage:Planning stage:Planning stage:

• When choosing the Arena, keep in mind the implications from a ticket sales perspective. Walk through the Arena and analyse what kind of spectator solutions are possible

• It is very helpful to have a drawing of all the seats in the Arena, (which the Arena should have). If it is not available, it is well worth making one yourself

• Define from where you can not see the field of play and block these seats when you start the ticket sales. Remember that TV, video cam-eras, promotional cars etc may also block the visibility of the field

• When planning the seating system take into consideration how the TV cameras are being placed, so that you can have as much of the audience on the ‘TV-side’ (ie. the side that the cameras look at)

• Most of the bigger Arenas have their own agreements with ticket offices. Speak with them and use their expertise when planning the ticket categories

• When building the ticket categories there are a few issues you need to remember: visibility of the field, distance to the goals, if there is a Jumbotron in the arena, since these all effect the final choice of system

• When defining the price of the tickets, you need to think about how you can ensure that you meet your targets (both financial and spec-tators) and what the event will look like

• Start by predefining what price levels you have in mind for the different categories and then separately define how many spectators you estimate to have per day/match. In Floorball, daily tickets are widely used

• Then build a template with both prices per day (group, quarter/semi and finals) and also by the different categories. This will give you an idea of the potential income

TICKET CATEGORIES:TICKET CATEGORIES:TICKET CATEGORIES:TICKET CATEGORIES: • Try to keep the system simple

• One way is to divide the long and short sides into different categories. Also different levels need their own categories.

• In bigger arenas, you can increase the revenue by dividing the different sectors based on the visibility of the field.

• If the system permits, don’t pre-define the border between two categories, but let it glide depending on the demand for the tickets, if there is a great demand for 1st class tickets you can expand the area.

The financial base for a well planned Event, with a

positive outcome, is the ticketing system. It is of

great importance to deeply analyse the potential in

ticket sales and then base the quality and the level

of the activities in line with this.

It is important to think about what kind of Arena is

available, what it costs and how many spectators you

can count on having there. It is better to have 1000

spectators in an Arena for 1000, than 1400 in an

Arena that seats 3000.

Planning stage (cont.):Planning stage (cont.):Planning stage (cont.):Planning stage (cont.):

• Before defining the Ticket prices and the number of tickets per category, remember to calculate the need to block seats for the participating teams, LOC, Sponsors, VIPs and IFF

• Define in which order you will release more tickets for sales. Pre-reservations for tickets can mean that the Arena shows as sold out very early on. Plan for a cut-off date for when reservations by travel agents, National Associations and other parties must be confirmed. Then you will be able to release the unused tickets for general sale in good time before the Event. Make sure you don’t close sales, if you are not really out of tickets

• If possible, avoid opening the cheapest ticket categories before you have sold out the better sections

• Also remember that you need to reserve tickets for the teams that are no longer participating in the competition. The teams will have to pay for these cheapest category tickets

• Connect the start of ticket sales with another major Floorball Event (eg. a national final series), so that you can get additional visibility for the Event




SPECTATOR ATTENDANCE:SPECTATOR ATTENDANCE:SPECTATOR ATTENDANCE:SPECTATOR ATTENDANCE:

• An analysis of past Adult WFC’s shows that that more than 50 per cent of the whole Event audience are those who attend the two final days of competition

• This is important to keep in mind when building the ticketing system and defining the prices for the tickets

One of the challenges for Floorball and the organiser of

International Floorball Events is to find the balance be-

tween the need to finance the Event and the need to

have as many spectators as possible in the Arena.

The base of ticket calculation and the match schedule

has to be the expected home team performance, and

when they are playing during the week. Also keep in

mind which other teams are of interest for the local

audience.

TICKETING SYSTEMTICKETING SYSTEMTICKETING SYSTEMTICKETING SYSTEM Marketing view on ticket sales:Marketing view on ticket sales:Marketing view on ticket sales:Marketing view on ticket sales:

• Define what message you want to convey in your marketing, related to ticket sales. What theme do you have?

• Make a marketing plan for the ticket sales. What, where and when?

• In the beginning of the ticket sales it is important to focus on marketing of the ticket sales to get it going, then you can move over to marketing the event itself

• Based on the actual ticket sales and the marketing plan, you then carry out the planned campaigns and alter them if needed. Try to target Clubs and players early in the process to get a good start

• Make a target list, which you are ready to alter if the sales are going over or under the expectations

• In the marketing try to focus on selling the message of a one-time event and the feeling of the crowd, with the aim of filling the venues

• The ticket price has to be adjustable for the local market, since you need the incoming revenue to secure that you have money to run the event according to your overall plans

• Try not to dump the prices of tickets even if that day/match doesn’t sell according to your expectations. Dumping prices only lowers the value of our product

• By proposing ideas for Sponsors of what they can do at the event you can sell more tickets to them

• When planning the ticket prices and seating allocation take into account the requirement of TV and Internet-TV, since it is important to have spectators on the TV-side, especially in matches with less spectators.



Ticket allocationTicket allocationTicket allocationTicket allocation SPECIAL GROUPS TO PLACE:SPECIAL GROUPS TO PLACE:SPECIAL GROUPS TO PLACE:SPECIAL GROUPS TO PLACE:

• LOC VIP guests

• IFF VIP and ordinary tickets

• Participating teams (team stand)

• Participating Associations (VIP + ordinary)

• IFF Staff, Jury, Referee Management, Referees

• Sponsors and Partners

• Hospitality services

• Staff/Volunteers

• Special groups (handicapped, wheelchair)

• Venue seats

• Press stand

• LOC and organising association CB, employees and fami-lies of the players

• National fans and foreign fans

When planning the ticket allocation, the organiser

needs to take into consideration all the different par-

ties included.

Each participating team has the right to have a maxi-

mum of 27 tickets for the time the team is partici-

pating in the competition. In addition to this the Na-

tional Association is entitled to a number of VIP and

ordinary tickets, in accordance with the IFF regulations.

The way you treat the participating National Associa-

tions in relation to the tickets and their allocation, is

usually the way you will be remembered after the

event.

TASKS AND DUTIESTASKS AND DUTIESTASKS AND DUTIESTASKS AND DUTIES Before the Event:Before the Event:Before the Event:Before the Event:

• Start by analysing the seating map of the venue which has been used for the ticket categories. One major problem is to find enough room to place big groups in the later stages of the Event

• From the beginning, define what different types of groups need to have their own seats. This has to be done before the blocking of seats

• It is advisable to make a drawing of how the seats are allocated, and update it as you go, so that you know how much free space you have

• Based on the different price categories, you now need to define which group is to be seated where in the venue. This means that you need to define which group is the most important for you as an organiser. This can be politically tricky

• Since the teams which are not playing anymore in the tournament are to pay for the tickets in the last days, the teams are always in the lowest price category, but it is for the organiser to decide where they are seated in the venue

• The idea should be to keep the process as easy as possible. If you play the whole tournament in the same venue, and you give certain seats to certain groups try to avoid changing them half-way through the Event.

• In most cases, it is not advisable to mix loud home team fans with the VIP’s, but to have a buffer in between.

• Try to concentrate as much of the pre-assigned seating (that you know will be used regularly) together and on the ‘TV-side’ of the venue. However, still keep in mind not to over-block certain sections, since you might end up with a lot of empty seats in one section if, for example, there are a lot of sponsors who are only interested in the Home team games.

Seat Allocations per dayDay 1 Day 2 Day 3 Day 4 Day 5 DaY 6 Day 7 Day 8

Stand: 101

102

103

104

105

106 224 224

107 100 100 100 100 100 193

5 5 5 5 5 5 137 189

10 10 10 10 10 10 10 10

40 40 40 40 40 40 40 40

100 100

108 100 100 100 100 100 100 150 150

136 136

109 263 263

110 100 100 100 100 151 100 202 202

35 35 35 35 35 35 35 35

111 20 20 20 20 20 20 20 20

5 5 5 5 5 5 5 5

112 19 19 19 19 19 70 70 70

113 30 30 30 30

114 40 26 26 26 40 26 50 59

115 233 233 233 233 233 233 233

116 26 26 26 26 26 26 26 26

117 100 100 100 100 148 100 148 148

118 20 20 20 20 20 30 30 30

119

120

Blocked seats per stand

Venue seats

Premium hospitality

IFF VIP & Tickets

Participating Associations

Referees

Jury

LOC VIP

Team stand

Volunteers

Sponsors

Press

LOC, CB, Staff etc

Host national team

Fan groups

Sponsor 1






1 to 3 months

1 to 3 months

1 to 3 months

1 to 3 months

Check the Arena

Build the ticketing system

Agree with the Ticket Company about the sales

Make the marketing plan

Plan when to open the sales of tickets

Plan marketing events


Make continued checks of the sales situation in order to release tickets

Ask for final need of tickets from IFF and National Associations



Make final release for all matches

Store away some spare tickets just in case





• Reserve at least 3-4 months before the ticket sales start

for planning



• Arena seating map and Category level plan

• List of blocked seats (LOC, Sponsors, NA, IFF, Volunteers)

• Enough contact with marketing people to co-ordinate


Here is an example of how you can build a ticketing system for the event, keeping in mind the expectation of the number of audience in the group stage. In the example, the ticket sales for Categories 1-3 are only for group stage and then all categories are open for the play-offs.





SponsorsSponsorsSponsorsSponsors

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES The recruitment of sponsors:The recruitment of sponsors:The recruitment of sponsors:The recruitment of sponsors:

• The LOC needs to define what type of sponsors and help are needed for the event. Based on this, the LOC needs to plan the way to find sponsors. This is the basis for the sponsor target list

• The LOC should discuss with the IFF what current sponsors IFF has and how this effects the event in question

• If the LOC/organising association has current partners, there needs to be discussions whether they are interested in additional invest-ment in the Event. Don’t give them a free ride, just because they are already supporting you

• The LOC needs to decide whether to look for sponsors themselves or with the help of an external company (eg. Marketing agency)

• If you choose a marketing agency it is important to define what rights are given to the company and what rights are kept for the LOC. The allocation of marketing rights is always defined by IFF in the organising agreement for the Event

• IFF tends to adopt the approach where it don’t split the sales of the marketing rights, so that this doesn’t harm the market

• The LOC needs to provide sales material for the Event, stating the advantages of supporting the event, giving ideas for how the spon-sors can utilise the event in their business, how the company can use the event in their own promotional work, defining the possibili-ties to give added value to the company in the event, what kind of activities can be done during the event promoting the sponsor, what kind of follow-up can be given to the company after the event.

• All marketing agreements shall be made in writing

• The Event organiser’s management needs to actively participate in the sales of the event to the sponsors

GENERALGENERALGENERALGENERAL • It is important to make a target list of the present com-

panies, the potential companies and the companies you would like to have

• Define what is special with Floorball and why it is impor-tant for the sponsor - young people, strong sub-culture, strong internet penetration, rapid growth, easy market to enter

All events, whether they are big or small, have the

same need: to receive the help of outside partners and

sponsors. There is a neverending need to find sponsors

for Floorball and to try and grow the monetary sup-

port and value of support-in-kind from these sponsors

towards the organiser.

There are a number of areas to consider concerning

the sponsors - their recruitment, the sponsorship pack-

ages, the co-operation with sponsors up to the event,

the care for sponsors during the event and the feed-

back from and to the sponsors after the event.

The recruitment of sponsors (Cont.):The recruitment of sponsors (Cont.):The recruitment of sponsors (Cont.):The recruitment of sponsors (Cont.):

• From the beginning, build a list of needed materials and start to look for barters or support-in-kind sponsors

• It is very important that each event prepares a marketing plan well in advance of the event, in order to steer the activities in the right way, supporting ticket sales and building acknowledge-ment of the event

DIFFERENT FORMS OF CODIFFERENT FORMS OF CODIFFERENT FORMS OF CODIFFERENT FORMS OF CO----OPERATION OPERATION OPERATION OPERATION • Hospitality meetings at the Event

• Watch a Game and Play (Sponsor invites guests to play

and watch a match)

• Participation in Sponsor Advertising

• Company TV, Radio and Newspaper, Internet ads

• Using players or volunteers in Company Events

• Use LOC to tell about marketing of the Event for the

Company

• Radio and Newspaper campaigns

• Information articles about Company products and the use

of these by players, coaches or organisation

• Joint sales campaigns (eg. Unihoc - Intersport, Asics -

Intersport)

• Production of special clothes for the event and Company

• Marketing of new products in combination with the event

• Store and/or exhibition space at the Event

• Product tests at the Event

• Commercials in sport and department stores, supermarkets

• Competitions at the Event





TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Sponsorship packages:Sponsorship packages:Sponsorship packages:Sponsorship packages:

• When defining the different levels of sponsorship packages, it is important not to make it too complicated, and take into account the total amount of available commercial elements in the arena

• A good approach is to have the following structure:

• Title sponsor - belongs to IFF

• Main sponsors (8) - IFF (2) + LOC (6)

• Partner/Event sponsors (8-10) - LOC (8-10)

• Supplier/Material sponsors (12) - IFF (4-6) + LOC (4-6)

• Media sponsors (6) - IFF (3) + LOC (3)

• IFF defines the available visibility elements, but the LOC can come up with new ones both inside and outside the arenas

• Ask the sponsors what they want to do - check with IFF if it is possible

• You need to invest in the production of the marketing materials, especially when it comes to potential sponsors that aren’t that familiar with the LOC and Floorball

• Since most of the sales happen in conference rooms far away from the Event, you need to describe in detail what you are selling, the image of the event, the type of audience and the type of visibility for the Event. If you have footage/pictures from earlier events organised in your country use it to describe the atmosphere, as well as the spectators, viewers, selling numbers from the events

• You give a much more professional look and feel if you have more elements to include in your presentation

GENERALGENERALGENERALGENERAL • Build a sales material describing not only the sport of

Floorball, but also what the Sponsor gets for their invest-ment, contacts and what type of commercials are used

• If you use an outside agency, participate in the sales process to bring the essence of the sport into the negotia-tions

• Don’t be afraid to show the strengths of your product, that is what they will buy in to

When building the sponsorship packages, remember to

keep an open mind. It is, in principal, only the com-

mercial spaces next to the field of play that are pre-

defined. Everything else, outside the so called ‘TV-zone’,

can be worked with, keeping in mind the restrictions

given by the valid agreements.

Try to be proactive towards the potential sponsors and

give them opportunities to brainstorm, it might give

really good results. Also calculate the real value of

barters, since the organiser needs many services such

as catering, transportations, building, security, clothing,

printing, lights and sound.

Sponsorship CoSponsorship CoSponsorship CoSponsorship Co----operation:operation:operation:operation:

• Make the sponsor feel important and give them a possibility to come up with their own ideas of how to support the event

• Agree upon their need of hospitality and tickets for the event

• Agree upon possibilities to add visibility for the sponsor, by best player prizes, other advertising, LOC appearance in sponsor events

• If possible, use national team players for the sponsor’s needs

• Organise a workshop with the sponsor and think about how Floorball, and the Event in particular, can help to solve the issues related to the Sponsor’s marketing challenges, how the company can enhance their sales, building of their product and company image

• Define how you could customise the service for the company you have just approached; eg. somebody needs TV-visibility, another needs promotional face-to-face contacts with potential clients etc.

• Arrange regular meetings to check that everything is being done as agreed in the sponsorship contract

Sponsorship Care during Event: Sponsorship Care during Event: Sponsorship Care during Event: Sponsorship Care during Event:

• Appoint a person to take care of each sponsor during the event

• Ensure that all that has been agreed upon has actually been done, even the minor issues - leaflets, pens, giveaways etc.

• Make a program for them, including them in the official program

• Ensure that the LOC/NA will meet with the sponsor in the venue

• During the event, publicly thank the sponsors for participating in the event






6 to 12 months

6 to 12 months

6 to 12 months

6 to 12 months

Define marketing structure

Define sponsorship pyramid

Define the needed materials and help

Assign the marketing agency

Define objectives for the marketing of the event

3 m

onths3 m

onths3 m

onths3 m

onths

Invite sponsors for meetings

Invite sponsors for special gatherings during the event and continually assess

how to increase co-operation with the sponsor

Organise a final sign-off meeting with the sponsors

Build daily program for sponsors



Reserve time in the calendars of the LOC and NA persons needed

Co-ordinate the sponsors events in the organisation






Planning:Planning:Planning:Planning:

• Depending on if you use a marketing agency or not, you

need a group of people to plan the sponsorship structure

• One person to co-ordinate the activities with the sponsors

• Persons, or an outside company, to produce all the advertis-

ing materials


• One person to co-ordinate the care of the sponsors with the

VIP and the LOC

• If needed, persons to host Sponsor events at the Venue



• Agreement with IFF, concerning the marketing rights

• LOC information materials

• Marketing system of previous organisers

• Sponsor’s promotional/advertising materials




CommercialsCommercialsCommercialsCommercials


Planning stage:Planning stage:Planning stage:Planning stage:

• Start by defining what kind of different types of commercials are available for the LOC to promote the Event and to increase the visibility of the sport locally

• Make a marketing and promotional plan and define which elements are within the reach of the LOC

• In the discussions with a potential sponsor, include what kind of spill-over advertising can be made by them, not just giving space for them at the Event

• Combine the advertising of the Event with the promotion of the ticket sales, which is one of the most important areas of Event financial income

• Build an overall marketing information strategy, to define what kind of actions are needed. You can turn news into commercials by timing them correctly

• Define what kind of visibility and consumer contacts you are looking for and base the actual advertising on that

• Plan the adjacent events of the championship to support the overall promotion of the Event


• Agree with the party responsible for marketing sales what is included for partners and IFF

• Prepare a deployment plan and agree upon the responsibilities

• Agree upon a production company, and that sponsors pay separately for all production of commercial elements

• Build a timetable for the placement, production, installation and removal of all materials

• Check with cities concerning flags and symbols of the Event

• Apply for the use of outside advertising space from owners of hotels, venues, bus companies etc.

• Define, together with the venues, the area in which ambush market-ing is prohibited and agree who is responsible for the follow-up.

DIFFERENT POSSIBLE COMMERCIALS:DIFFERENT POSSIBLE COMMERCIALS:DIFFERENT POSSIBLE COMMERCIALS:DIFFERENT POSSIBLE COMMERCIALS: • Arena Commercials

• TV commercials

• Radio commercials

• Newspaper commercials

• Feature articles in news– and periodical magazines

• Press Conferences before the Event

• Commercials at National Association Events

• Web-pages (NA, Event, IFF)

• Social media - Facebook, Twitter etc.. • Official hotels, means of transportation, outside of the

Arenas, Roads, Cities Advertising spaces, Road signs • Sponsor/Partners advertising • Possibility to use the team’s outfits

In preparing for the Event, one of the first tasks for the

LOC is planning of the way to build the promotion of the

Event.

There are a number of important elements to enhance the

visibility of the event: What are the commercial possibilities

of the Event? How can the Event utilise all types of com-

mercials, both inside and especially outside the Arenas, in

order to promote the Event?


• Outside the Arena:

◊ Ensure that there are signs at the airport, hotels, build-

ings related to the event and outside the Arena

◊ Check with the Arena what their rules are and what area

outside the Arena belongs to the Arena. Here you can

ask any unauthorised party to leave. This is important to

honour the agreements you made with your Sponsors

• Inside the Arena: see Pages 6 & 7 - Arena Commericals

• A lot of companies have started to use ambush marketing at

Events, so you need to check with all exhibitors and partners

that they have not brought in materials that are not in line

with what has been agreed

• Remember that if giveaways are handed out there will be a lot

of rubbish left behind in the spectator stands, so prepare for

the need of extra cleaning in your venue management plans



CommercialsCommercialsCommercialsCommercials



1 to 3 months

1 to 3 months

1 to 3 months

1 to 3 months

Define what commercial elements will be used

Agree upon production companies

Negotiate with Partners/Sponsors


Co-ordinate production of materials

Update plans and deployment


startstartstartstart Deployment of commercials outside the Arena







• Preparation of the marketing plan - usually by the LOC

• One person to organise the production and placement of the

commercial elements

• Appointment of production company of commercials

After the Event:After the Event:After the Event:After the Event:

• One person to organise the removal of all commercial ele-

ments



• Commercial elements

• Tape, scissors and a ruler




Arena CommercialsArena CommercialsArena CommercialsArena Commercials

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Before the Event:Before the Event:Before the Event:Before the Event:

• The different advertisement placements in the Arena are defined in the organisers agreement with the IFF (example on the right)

• Check which of the advertisement spaces can be used in the arena and communicate this with IFF

• Plan the different levels of Partners, including the IFF partners

• Based on the Advertisement placement chart, plan how many com-mercials will be used

• Decide where to produce all of the commercials, in order to have the same brightness of commercials

• Communicate with IFF about when you will need the IFF commer-cials and agree upon how to produce them. IFF usually provides the organiser with their own sponsors advertisements

• If the LOC has a designated producer of commercials, it has to be communicated to IFF, so that this can be coordinated

• Make a drawing, similar to the one on the right, in order to define the placement of the commercials

Before the matches begin:Before the matches begin:Before the matches begin:Before the matches begin:

• Be prepared with a long scraper, a carpet knife, and some cloth before putting up the commercials

• If possible, start the gluing of the rink commercials before you get access to the arena. It takes quite some time to put them up

• Place the floor commercials to rest on the floor for at least one hour prior to attaching them to the floor

• When taping the rink and floor commercials, secure the borders and remove all air bubbles, using the scraper

• Agree on a final commercial check with IFF the day before the start of the Event

• Before each match you need to check that all commercials are in order and not damaged

DIFFERENT ADVERTISEMENT SPACES:DIFFERENT ADVERTISEMENT SPACES:DIFFERENT ADVERTISEMENT SPACES:DIFFERENT ADVERTISEMENT SPACES: • 56 pcs of 200 x 50cm rink commercials

• 6 pcs of 30cm in diameter face-off signs

• 12 pcs of 400 x 100cm floor commercials

• 1 pcs of a 200cm in diameter centre-spot circle

• 2 pcs of 165 x 65cm floor commercials

• The bar and posts of the goal cages

• 36 pcs of 250 x 100cm second line commercials

• Possible mobiles outside the rink corners

• Possible cars/other elements outside the second line

• Jumbotron and Speaker commercials (if possible)

• Give-aways at each seat in the arena

• Referee outfits

• Volunteer outfits

• Press Centre and Mixed Zone back-drop

Both the LOC and the IFF have their own Sponsors

and Partners, which play an important role in the

event. It is therefore important to carefully plan how

and where they will be displayed in the Arena.

It is also very important to define, as early as possi-

ble, how to classify the different levels of Sponsors,

including the international partners, in this classifica-

tion. This is usually one of the things which will be

decided last in preparing the Arena, therefore the

planning is very important.

During the match:During the match:During the match:During the match:

• Be prepared to have some tape, a ruler and a carpet knife on the match secretariat table, to be able to cut or repair the commercials if they break during the match

• Before the finals, all commercials shall be checked and the broken ones shall be replaced

After the match:After the match:After the match:After the match:

• Since most of the commercials are taped with glue to the floor/rink, it is important that they are removed directly after the event and, if possible, the glue is removed from the floor.

• All extra IFF commercials shall be returned to the IFF



Arena CommercialsArena CommercialsArena CommercialsArena Commercials Examples of different arena commercialsExamples of different arena commercialsExamples of different arena commercialsExamples of different arena commercials

IMPORTANT THINGS TO NOTE:IMPORTANT THINGS TO NOTE:IMPORTANT THINGS TO NOTE:IMPORTANT THINGS TO NOTE: When you are planning the commercials please remember the follow-ing:

• In accordance with the organisation agreement, try to avoid the use of background colours on the floor and rink commercials that are of the same colour as of the ball (white, light yellow or or-ange)

• The placement of the commercials shall be in accordance with the IFF Venue chart. Any changes to this shall be agreed upon together with the IFF at least one month prior to the event, since the placement and number of commercials may change

• There are a number of materials especially used for floor commer-cials, please ensure that the surface of the commercial and the friction is not very different from the flooring, since this can cause injuries to the players

• Some floor commercials have a tendency to become dirty very easily, so see to it that they are cleaned and checked for damage regularly

Photo: Hans Ulrich Mülchi 2011

Photo: André Burri 2011

Photo: Anja Thurow 2011



Arena CommercialsArena CommercialsArena CommercialsArena Commercials



1 to 3 months

1 to 3 months

1 to 3 months

1 to 3 months

Define Sponsor levels

Define total number of commercials in the arena

Ask for offers for production of commercials

Agree with Sponsor how to produce commercials

Produce the Commercial Placement Chart

Produce commercials


Print the commercials

Collect all commercials

Check the commercial surface and brightness


Plan the timetable for the placement of all commercials



Commercial check with IFF

Store extra commercials in Arena





• One person who is responsible for all issues related to Arena

Commercials

• 2-3 persons for taping the commercials, if not done by an

outside partner


• One person at the match secretariat who can repair broken

commercials

After the event:After the event:After the event:After the event:

• 2-3 persons to remove all commercials from the floor,

together with the line markings



• Spare commercials

• Line tape, a scraper, a ruler and a carpet knife

• The Commercial Placement Chart

• Cleaning cloths for the floor commercials






Exhibition boothsExhibition boothsExhibition boothsExhibition booths


• The LOC shall start by checking how many booths and of which size can be located in the arena. Do this together with the Arena and approve this with the party responsible for the security of the Arena

• When the number and size of exhibitions are defined, the LOC shall then make a plan of the different locations and propose the place-ment to the potential sponsors

• In the agreement with IFF, it is defined how many exhibition booths IFF needs. Make a proposal to IFF about their booth locations

• Organise a walkthrough in the arena for the sponsors and show them where their booth is going to be and agree upon the timeta-ble for the building and removal of the booth. There might not be too much time for the build-up or removal, depending on the agree-ment with the Arena

• Agree, together with the sponsor, what they need for the exhibition booth well in advance of the event

• Agree about what the sponsor can and cannot do at their booth

• Inform the exhibitors what they are responsible for, like electricity, hospitality and cleaning and guide them to the respective persons in the Arena

• Make a written guideline for the exhibitors of where and when they can enter the arena, where they can pick-up their accreditations, when the doors will be open etc

• Explain to the exhibitors how the accreditation system works, since they might use different persons on different days. Agree on the number and type of accreditations

• Mark the booths by taping the lines of the booths on the floor (usually done by the Arena), in order to secure the easy movement of the spectators

• Arrange a final check of the booths after the build-up

GENERALGENERALGENERALGENERAL • Sponsors might have really good ideas to get visibility, but

think through carefully how it effects the movement of the audience in the arena

• It is important that you have control over what the exhibi-tors are doing in their booths

• If you allow the exhibitors to have giveaways, remember that the you are responsible for the cleaning of the arena

• In most cases it is important to remember that the exhibi-tors can’t store anything in the Arena, or it has to be sepa-rately agreed upon with the Arena

The exhibition booths in the tournament arena

are an important part of the way the organiser

can add value for the sponsor, by giving a possi-

bility to create direct contact with the audience

during the event.

Regardless of the size of the event, there is al-

ways an audience and for the sponsor this is the

easiest way of getting contacts with their poten-

tial clients.


• Ensure that all exhibitors use the designated entrance and that they follow the timelines related to delivery to the booths

• During the first day, check that the exhibitions are not hindering the movement of the audience, since during the final days there will be many more people

• Check with the sponsors that they are present at all times - it looks very bad to have a closed exhibition in the Arena

• Give the exhibitors the telephone number of someone from the LOC that they can contact if needed

• Before the last day, check the plans of the exhibitors - when are they going to take down their booths?


• Ensure that all exhibitors have removed their booths and left their place in an acceptable condition

• Collect the feedback from the exhibitors upon their experience and use it for planning future events



Exhibition boothsExhibition boothsExhibition boothsExhibition booths



1 to 3 months

1 to 3 months

1 to 3 months

1 to 3 months

Prepare Floor Plan

Decide the placement of exhibitors

Make timetable and guidelines


Check plans of exhibitors

Agree upon number of needed staff at exhibition

Ensure that the authorities are approving the layout


startstartstartstart Arrange a final check, give out accreditations and parking permits





• One person who plans the placement of the exhibition

booths, communicates with the exhibitors and plans the

build-up

• 1-2 persons who assist the exhibitors with the build-up

• Contact person(s) is needed throughout the event to solve

problems and help the exhibitors



• Clear map (floor plan) of the venue & the exhibition space

• Measurement information to plan the placement and sizes

of the booths

• Final floor plan, showing the placement of the exhibitions

and the entrance to the Arena

• Tape to mark the booths on the floor

• Equipment to help move the material of the exhibitors

• Written guidelines for build-up and removal timetable and

rules for the exhibitors

• Accreditations for exhibitors

• Parking permits for exhibitors






Match programmeMatch programmeMatch programmeMatch programme


• Start by defining what kind of Match Programme (MP) you would like to have. Will it be a product for sale or free distribution?

• Define in what size (A4/A5) the MP is to be produced and what type of technical specifications are to be considered

• Define what type of information shall be included: only team information or also promotional material for the sport, rules etc.?

• Agree upon the content of the MP, define the objective of the MP and elect an editorial group

• Agree on the timetable and deadline for providing material, layout, sales materials and printing, as well as the amount to be produced

• Make a plan for the concrete content, defining the percentage of commercials in the MP, usually not more than 50 percent


• Inform IFF what type of Match Programme will be produced

• Ask for offers from the printing houses and agree on the production schedule. Discuss the possibility to include the printing house as a sponsor of the Event and help reduce costs

• Ask for the official greetings from the National Government, Host City, the IFF and the National Association

• Ask for the LOC and IFF commercials, at least 2-3 weeks before the deadline. Check that these meet the technical specifications

• Convey the technical specifications well in advance of the deadline to all parties. Agree with IFF on how the Player information shall be transferred to the LOC. The Final list of players is only avail-able 21 days prior to the start of the Event

• Prepare a strict timetable with the printing house, since there is not much time between receiving the final lists and the start of the Event

• Define where to sell the MP and the price of the MP

SAMPLE CONTENT:SAMPLE CONTENT:SAMPLE CONTENT:SAMPLE CONTENT:

• Official greetings (2-4 pages):

• National Government/Head of State

• Host Cities

• National Association/LOC

• IFF

• Description of the Event and the Sport (2-4 pages)

• Event history (1-2 pages)

• Official Match Schedule (1-2 pages)

• Venue charts - guiding spectators to services (1-2 pages)

• Team lists based on Final lists (8-16 pages):

• Team and Player information and statistics

• Previous performance in the Event

• Description of the National Association and the Team and Team expectations.

• Commercials (14 - 24 pages)

The IFF Organisers’ Regulations defines that the LOC

is responsible for providing the Event with an official

Match (Hand) Programme, providing important infor-

mation regarding the Event to all stakeholders.

The Match Programme, in addition to the importance

of a good Event website, gives the LOC an effective

tool to convey the message and whole picture of the

Event to the participants, spectators, guests and VIP’s.


• Prepare where and how to distribute/sell the MP to the following groups:

• Spectators

• Teams

• VIP’s and Guests

• National Officials

• Press Centre

• IFF Officials

• Ensure that there are enough MP available in the Arena

• Each day set up the sales places for the MP in the Arena



Match programmeMatch programmeMatch programmeMatch programme



1 to 3 months

1 to 3 months

1 to 3 months

1 to 3 months

Define the objective, size, quantity and type of MP

Ask for printing house offers

Define content and usage

Inform about technical specifications

Set timetable

Ask for contributions

Agree with IFF upon team information input


Set publishing deadline

Finalise layout & make final content check

Decide on the sales price

Plan distribution and sales


startstartstartstart Delivery of MP to Arenas, distribution, arrangement for sales





• Editorial team or LOC plan the Match Programme

• One person to ask for materials and collect them

• One person to ask for offers from printing houses

• One person to make the layout and communicate with the

printing house

• One person to organise the distribution of the MP and the

sales of it

• 4 - 8 persons to sell the MP during the event



• Content plan

• Media information for the MP

• Distribution plan

• Sales plan to sponsors, sales presentation

• Technical specifications





6. Media6. Media6. Media6. Media



MediaMediaMediaMedia



Media in GeneralMedia in GeneralMedia in GeneralMedia in General

IFF owns all the rights for TV and Internet-TV, excluding

the domestic rights, therefore it is very important to

start the negotiations early with IFF to define how the

production will be arranged. IFF will take care of the

coordination of international sales and distribution, based

on what has been agreed between the LOC and IFF.

The guideline given in this document outlines the tasks

needed to be performed and serves as a reminder list,

so it is for each organiser to plan and estimate how

many persons are needed to provide the required media

services. It is advisable that every organiser has their

own Press chief, that is responsible for the Media services

during the event.

The rapid continuous change of the media structure, and

the fact that Floorball has a large social media presence,

means that these channels should also be covered by the

organiser. Social media makes it possible to make closer

and faster communication with the Floorball population,

with immediate reporting of results and comments.

The local needs are usually very important when plan-

ning the Media Accreditation form and it is advisable to

leave it up to each organisation, keeping in mind what

kind of information (based on the IFF model) is actu-

ally needed to perform a good job.

Make sure that the accredited media receives all up-

dated information (invitations, notices and press re-

leases etc.) during the championships, using different

channels to distribute the message (email, sms, social

media, invitations etc.).

All the statistical data from previous IFF Events can be

found on the IFF web page (under IFF Events), includ-

ing the rankings, all star teams and player statistics.

In order to evaluate the level of the Media coverage it

is advisable that the organiser co-allocates the visibility

of the event in both TV, web pages and in the written

press and distributes this to the IFF and upcoming

organisers.

The idea of this Media Guide, like the

whole IFF Event Handbook, is to help give

the organiser a clear picture of what is

needed for organising a successful event.

Only the specific requirements stipulated

in the regulations, or the agreement con-

cerning the competition, has to be fulfilled

in detail, but this guide gives an indica-

tion of what else is needed to organise a

large event, like a World Championships,

successfully.



Media AccreditationMedia AccreditationMedia AccreditationMedia Accreditation All submitted media accreditation are subject to

approval by the local championship organiser. Ac-

creditations are, in general, granted to professional

(AIPS) and working media who are assigned by

their editor to professionally cover the champion-

ships.

Floorball is still in a stage where there are a lot

of Floorball-related freelance journalists, who are

the only ones who will report from the events

from certain countries. This has to be taken into

consideration when the media is accredited.

MEDIA ACCREDITATION FORM CONTENTMEDIA ACCREDITATION FORM CONTENTMEDIA ACCREDITATION FORM CONTENTMEDIA ACCREDITATION FORM CONTENT • Personal information:

• Name (First name, Last Name)

• Gender

• Passport number

• E-mail

• Phone number (mobile/office)

• AIPS card number or National Association name

• Freelance Journalists have to submit written confirmation from the editor of the media outlet that has assigned the freelancer to the Floorball event.

• Organisation/Media information

• Organisation/Media name

• Organisation address & Country

• Organisation website

• Contact person (First name, Last name, function and contact email and phone)

• Organisation Type/Your Function

• Journalist (Newspapers, Magazines, Agency)

• Photographer

• Web Media – Journalist only

• Web Media – Photographer only

• Web Media – both Journalist & Photographer

• TV-Commentator

• TV-Reporter

• TV-Technical staff

• TV-Production

• Radio

• Media Services needed

• Working seat at the media tribune

• Wi-Fi in Press centre

• Wi-Fi on Media Tribune

• LAN connection for Photographers (fast upload)

• Telephone line/FTP for Radio transmissions

• Information of Arrival & Departure

• Hotel list, local conditions (electricity etc.)

• Photo fast upload (information of possible costs)

• Deadline for submission of the Media Accreditation

• Special Requests/Comment

• Local Media Contact person information

Journalists working for TV, internet-TV and radio shall sub-

mit their accreditations through the local organiser, but the

IFF will need to confirm the accreditations at least two

months in advance of the start of the Event.

All accredited media shall have free access to cover team

practices and games. The accredited media shall have ac-

cess to the media centre, the media tribune (press box),

the mixed-zone area and the press conference room.

If the number of reporters exceeds the number of seats in

the media tribune, or if an unusual number of media is

expected to the mixed zone or to the press conference

room(s), the organisers have the right to make special

priority arrangements.

The LOC is responsible for the Media Accreditation. The LOC

shall also make a list of suitable, well-located hotels for

the Media in connection to the venues.



Media AccreditationMedia AccreditationMedia AccreditationMedia Accreditation TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Before the Event:Before the Event:Before the Event:Before the Event:

• Plan the Media Accreditation Form and when the Media Ac-creditation will start. The Media Accreditation process should start at least 6 months before Final rounds and at least one month before the qualifications. The LOC can use different deadlines for TV/Radio and Internet TV

• The LOC organisers reserve the right to approve or deny Press accreditation applications, still keeping in mind the general need of a broad news feed to all concerned countries

• The completion of the application form does not guarantee accreditation. Plan how to confirm the status of the applica-tions and provide details of how and when media accreditation passes can be collected for the Event

• Plan the seating in the press centre based on the accreditation criteria

• Send a list of accredited media to IFF


• Guide the media to the accreditation office for accreditation

• Be prepared that there might be late accreditations coming in and decide upon how to handle these

• After accreditation, welcome the media in the press centre and distribute the Press Kit


• Evaluation

ACCREDITATION APPROVAL CRITERIA TO IFF ACCREDITATION APPROVAL CRITERIA TO IFF ACCREDITATION APPROVAL CRITERIA TO IFF ACCREDITATION APPROVAL CRITERIA TO IFF

EVENTSEVENTSEVENTSEVENTS

For IFF Events the application forms for media accreditation are distributed by the respective organising Association to both the National Floorball Associations and the following type of media only: (The media types are listed in order of priority)

1. National news agencies (Example: Reuters, AP, CP, DPA, Itar- Tass, STT, TT)

2. National daily newspapers (Example: Die Welt, Aftonbladet, Helsingin Sanomat)

3. Major regional daily newspapers (Example: Göteborgs-Posten, Baseler Zeitung, The Toronto Star)

4. Major daily or weekly sport papers (Example: Russia, Sport- Express, L’Equipe, Sports Illustrated)

5. Major weekly magazines (Example: Der Spiegel, Newsweek)

6. Major sport or Floorball websites (Example: ESPN.com, Inne- bandymagazinet, Unihockey-portal, Sport-Live.net, Pääkallo, Floorbal.cz, Unihockey.ch etc.)

7. Other Magazines (economic, lifestyle, fashion)

FREELANCE JOURNALISTS / FLOORBALL MEDIAFREELANCE JOURNALISTS / FLOORBALL MEDIAFREELANCE JOURNALISTS / FLOORBALL MEDIAFREELANCE JOURNALISTS / FLOORBALL MEDIA

In general, one or two credentials per media outlet will be ap-proved. For national news agencies, national daily newspapers the general limit is three and for major regional newspapers and major daily sports papers the general limit will be two accredita-tions. Considerations will be given to special requests.

Since it is very difficult to control the validity of the increasing number of applications from freelance journalists, the following rules apply:

In addition to the accreditation application, a freelance journalist must submit the following documents to the responsible person at the LOC and national association:

1. Copy of a valid press card from a relevant press association (AIPS, national press association, national sport press association or National Floorball Association)

2. List of media outlets that the freelancer will provide with stories, reports

3. Written confirmation from the editor of the media outlet that has assigned the freelancer to the IFF event

THINGS TO OBSERVE FOR ACCREDITED MEDIATHINGS TO OBSERVE FOR ACCREDITED MEDIATHINGS TO OBSERVE FOR ACCREDITED MEDIATHINGS TO OBSERVE FOR ACCREDITED MEDIA

The press centre, the media tribune in the arenas, the mixed zones and the press conference rooms are areas for working press only and the officials associated with the media relations and media services.

These are designated areas for working press and must be re-spected as such. Therefore the following rules are to be observed:

• Wearing national team jerseys or any excessive fan apparel in those designated working areas for media is considered as improper, and accredited journalists who do this will be asked to remove the apparel

• Excessive cheering and “fan behaviour” in the media tribune, photographers zone and press centre will be strongly repri-manded as it is considered unprofessional, and is disturbing for working media

• Accredited journalists are not allowed to ask players for auto-graphs at any time in any of the above mentioned designated media working areas

• Accredited journalists are not allowed to switch accreditation passes with representatives of other media outlets in order to get unauthorised access

Breach of these rules may result in the media accreditation being revoked.



Media AccreditationMedia AccreditationMedia AccreditationMedia Accreditation



4 to 12 months

4 to 12 months

4 to 12 months

4 to 12 months

Plan the Media spaces in the Arena and make sure there is enough space for

all accredited journalists

Plan the Media Accreditation Form and the deadlines

Confirm with IFF about TV or Internet-TV production

Book wlan and cabling, checking with the local IT provider what is needed

6 6 6 6 –– –– 8 8 8 8

weeksweeksweeksweeks Plan the welcoming of the Media



Educate the volunteers in a briefing meeting and open the media centre as

soon as the first teams start training




• One person who is responsible for the Media Accreditation

• One person making the Media Accreditation Form

• One person collecting the data & submitting the Media

Accreditation approvals

• One person (security) cheking the accreditation to the Press

Centre

• Sufficient persons in the press centre to welcome media



• Web based Media Accreditation form






Media HostsMedia HostsMedia HostsMedia Hosts

It is very important that the accredited press receives the assistance and

tools needed during the event in order to communicate the event out-

wards. The level of service received by the accredited media affects the

image of the event and therefore the task of the media hosts is to

secure that everything runs smoothly in the press facilities at the IFF

events.

The media hosts are the link between the media and the event, ensur-

ing a smooth co-operation between the media and the whole event

resulting in a lot of positive media visibility.

Good language skills (English mandatory) are essential for the Media

hosts in order to be able to help the media from different countries.

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES • To welcome the accredited Media in the Press Centre

• Distribute the Press Kit to the accredited Media

• Be responsible for the contact between the media and teams, LOC & IFF

• Shall act as a positive ‘trouble-shooter’ between the media needs and the running of the competition

• Responsible for the functioning of the Press stands

• Plan and host the Press Conferences

• Escort the players and coaches to the post-game Press conferences

• Coordinate pre-requested interviews in the mixed zone

• Organise and receive interview requests in the mixed zone

PLAYER INTERVIEWSPLAYER INTERVIEWSPLAYER INTERVIEWSPLAYER INTERVIEWS

Reserved interviews in the Mixed zone:Reserved interviews in the Mixed zone:Reserved interviews in the Mixed zone:Reserved interviews in the Mixed zone:

• Accredited media can ask for certain players for post-match interviews in the mixed zone

• Media hosts ask the accredited media in the press tribune/mixed zone who they want to interview in the mixed zone

• Media hosts inform the venue staff which players the venue staff should contact and guide to the mixed zone for inter-views

• Venue staff guide the wanted players to the mixed zone and media hosts coordinate the interviews

Press conferences:Press conferences:Press conferences:Press conferences:

• The best players of the match and coaches will automatically attend the post match press conference

• If the accredited media wants some other players to the press conference, they shall contact the media host in the mixed zone and ask if this can be arranged

• One media host member shall escort the players to the press conference from the field right after the match

NEEDED NUMBER OF MEDIA HOSTS:NEEDED NUMBER OF MEDIA HOSTS:NEEDED NUMBER OF MEDIA HOSTS:NEEDED NUMBER OF MEDIA HOSTS:

The size of the event and the number of accredited journalists, as well as the stage of the event (group match or Play-offs), effects the number of media hosts needed.

In general it is recommended that there is at least one media host available in each of the following areas:

• Press facilities/Press centre

• Mixed zone at the end of the matches and after the matches

• To host post-game press conferences

• To escort players & coaches to the post-game press conferences

The media hosts are needed in order to serve the accredited media during the IFF Events. The

amount of needed hosts depends on the event in question and the amount of expected press per-

sons and planned press services, press conferences etc.



Media HostsMedia HostsMedia HostsMedia Hosts



4 to 12 4 to 12 4 to 12 4 to 12

months

months

months

months

Plan and divide the tasks

Recruit persons for media hosts and plan their duties

44 44 -- -- 6 weeks6 weeks6 weeks6 weeks

Secure that you have enough volunteers to act as Media Hosts

Briefing meeting with work list and daily schedule Before Before Before Before


Check that everything works in the press stand, press room and press

conference rooms




• At least one Media host in the Press Centre

• One media host to see to it that everything in the Press

stands work

• One media host responsible for the Press Conferences

• One media host to escort the players and coaches to the

post-game Press conferences

• One media host to organise and receive interview requests

in the mixed zone



• Everything needed in the Press centre (more details in the

press centre section - p.5)

• Mobile phones/walkie talkies






Press KitPress KitPress KitPress Kit

TASKS AND DUTIESTASKS AND DUTIESTASKS AND DUTIESTASKS AND DUTIES Before the Event:Before the Event:Before the Event:Before the Event:

• Prepare the layout and the topics for the Press Kit

• Decide who is responsible for the Press Kit and who is going to write what for the Press Kit

• Decide about the deadlines

• Arrange the printing of the Press Kit

• Collect the information about press facilities in the venues, press confer-ences, venue maps, contact information, etc.


• Distribute the Press Kit in the press centre after the press have arrived and been accredited

• Have the Press Kit and match programme available in the Press centres and press rooms

For each IFF Event there needs to be a Press Kit pre-

pared with information for the accredited press about

the Event. The Press Kit shall include the Event Match

Programme with information about the tournament,

teams and players etc.

The Press Kit shall also include information about when

Press Conferences are held, the Invitations with press

advisory, and information about the post-game Press

Conferences.

Details about the Press centre, Press conference room,

Press stands, and Mixed Zone and photographer’s zone

locations, computers and internet connections shall be

informed in the Press Kit, as well as information about

other Press services available and the LOC Press con-

tacts.

During the event a Daily Bulletin shall be prepared with

relevant information about the match results, statistics,

daily programme etc.

PRESS KIT CONTENTPRESS KIT CONTENTPRESS KIT CONTENTPRESS KIT CONTENT

• Information about the teams

• Information about the tournament

• Information about available Press services

• Contact information for Media Hosts and technical support

• Information about Internet access and possible costs

• Venue Map, Access zones

• Match Programme

• Press Conference Invitations

• Information about post-game press conferences and mixed zone interviews

• Information about All Star selection and MVP selection and the “nomination sheet”

• Information about Daily Bulletins

• Other valuable information about the Event and host city for the accredited Press

• Statistics from previous IFF Events

• Information about TV and Internet-TV coverage.

• Teams’ training schedules and guidelines concerning interviews

• Information on available news from the event produced by organiser




TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES DAILY BULLETINDAILY BULLETINDAILY BULLETINDAILY BULLETIN


• Decide who is responsible for the Daily Bulletins and plan how you will pro-duce it, including layout and printing. The Daily Bulletin can also be produced in electronic form

• Prepare the layout of the Daily Bulletin

• Decide upon the contents for each day

• Plan the printing and distribution of the Daily Bulletin


• Decide who is in charge of the Bulletin for each day

• The person in charge delegates the topics for each day

• Prepare the content for the Daily Bulletin each day

• One person needs to have the final responsibility of checking the layout and content before printing and/or distribution

• Write content for the Daily Bulletin and print the final version in the evening

• Distribute the Daily Bulletin in the morning at the press centres, press rooms, information desks, VIP and team boxes

• Have the Daily Bulletin available in the event hotel receptions (team hotels, press hotels, IFF hotels, guest hotels)

DAILY BULLETIN CONTENTDAILY BULLETIN CONTENTDAILY BULLETIN CONTENTDAILY BULLETIN CONTENT

• Match results and match reports from the previous matches

• Top scorers and other statistics from the matches

• Player interviews

• The match schedule of the day

• Background information of the most interesting matches of the day

• Information about other events during the tourna-ment (press conferences, spectator competitions, parties etc.)

• Sponsor logos and advertisements


ALL STAR TEAM SELECTIONALL STAR TEAM SELECTIONALL STAR TEAM SELECTIONALL STAR TEAM SELECTION

• All accredited media (and team coaches) shall have the possibility to vote for the All Star team

• The coaches can vote for 3 players: one goalie, one forward and one defender (none of them from their own team) and the accred-ited media can vote for 5+1 players

• The LOC can decide by whom, and how, the MVP player shall be elected. The MVP player shall be one of the All Star players

• The All Star team and MVP player shall be elected before the Final

• The All Star team and MVP shall be published during the 2nd intermission of the Final

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES ALL STAR TEAMALL STAR TEAMALL STAR TEAMALL STAR TEAM


• Decide how the accredited media shall vote for the All Star team

• In conjunction with the IFF, decide by whom, and how, the MVP player is selected

• Inform the accredited media and teams about the All Star Selection process, timing and publishing

• Inform the accredited media about the MVP Selection process, timing and publishing

• The teams shall be informed about the coaches right to vote for the All Star team during the technical meeting, when voting materials are also handed out to the teams


• Collect the All Star team + MVP voting results and share the information with the IFF

• Announce and Publish the All Star team on the web page, social media etc.







4 to 12 months

4 to 12 months

4 to 12 months

4 to 12 months

Recruit persons to plan the Press Kit content and to prepare the material

Decide the MVP player selection process and inform about the All Star team

selection

Recruit persons who are responsible for the Daily Bulletin

6 weeks6 weeks6 weeks6 weeks

Plan the Daily Bulletin topics & layout

Finalise the Press Kit


startstartstartstart Distribute the Press Kit in selected places




• One person (+ assistants) who is in charge of collecting all

the information for the Press Kit: Media services available,

Media location map in venue, Press conference information

and invitations, All Star selection information etc.

• One person (+ assistants) who is responsible for the Daily

Bulletin: contact sponsors, write articles, take pictures, print

the final version



• Computers with suitable layout programs

• Printers






Press Centre Press Centre Press Centre Press Centre


• Make an evaluation of how many accredited Media persons will attend the Event and decide where the Press Centre shall be

• Plan enough working places with electricity and internet access points for the accredited press

• Plan the seating system for the accredited press

• Decide upon the internet connections for the Press Centre. There needs to be effective internet connections for the working journalists.

• If decided that the accredited press has to pay a nominal cost for the use of the internet connection, this should be informed in all communication to accredited press

• There needs to be a printer in the Press centre

• Plan the catering for the Press centre

• Decide upon who shall be the media host(s) in the Press Centre

• Decide upon how to distribute the Press kit and Daily bulletins in the Press Centre and organise a few electricity adapters for journalists coming from abroad


• Have all the needed information and assistance always available in the Press Centre

Each IFF Event venue shall have a Press Centre, which functions as

a media working area with desks, chairs, high-speed internet con-

nection and an area where catering is provided.

The Press Centre should give easy access to and from other media-related facilities such as

the media tribune and the press conference room and adequate toilet facilities. The press

centre shall be open from the first training day. During the event, it should be open at least

1,5 hours before the start of the first match of the day and close no earlier than 1,5 hours

after the end of the last match of the day.

The accredited journalists will receive, from the Press Centre, the Press Kit with all the

necessary tournament information. The Press centre shall have English speaking staff available

and there shall be enough services for all accredited journalists. The Press centre must offer

enough seats with working conditions for the accredited press taking into account the need

to have all parties represented (Approx. at least 200 journalists in the Adults WFC’s).

PRESS CENTREPRESS CENTREPRESS CENTREPRESS CENTRE

• Desks & chairs for working journalists

• Electricity sockets at desk

• General Computers and Printers

• High-speed internet connection

• Match Programmes

• Results & Statistics

• Daily Bulletins

• Catering

• TV screen(s)

• Copying machine



Press CentrePress CentrePress CentrePress Centre



4 to 12 4 to 12 4 to 12 4 to 12

months

months

months

months

Plan the Press Centre according to the amount of accredited journalists

Order the internet connections and Radio lines if needed


Make sure that the Internet connections are efficient enough

Finalise the Press centre design and confirm the necessary catering Before Before Before Before


Check that all the computers and printers work and have all material available

in the Press centre






• One person who is in charge of the Press Centre and de-

cides about the place and design

• One media host always ready to assist the accredited jour-

nalists in the Press centre and who sees to it that all mate-

rials (press conference invitations, match programme, daily

bulletins etc.) are always available in the Press centre

• One person who is responsible for the catering in the Press

centre



• Enough working places, tables & chairs with possibility for

Internet connections with laptop

• High-speed internet connections

• Printer & copying machine

• Catering

• Press Kit

• Electricity adapters

• Check if air conditioners are needed




Press Stands Press Stands Press Stands Press Stands


• Plan the best place for TV cameras and commentary positions

• Plan the Media Tribune in the venue and mark the reserved seats

• Plan the TV and Radio commentary stands

• Check the electricity and Internet access in the Press seats


• Distribute the line-ups to the Press in the Media Tribune

• Guide the Press to the reserved seats in the arena

• Presence of Technical support (electricity and telecommunication) with easy availability during the entire event

Each IFF Event venue shall have a press stand in

a central position in the main grandstand that

offers working conditions for accredited journalists

- approximately 200 in Adult WFCs.

The writing journalists should have reserved seats with desks including

electricity/Internet access. The media tribune must be marked, well-lit

and provide easy access to the media working area and the press

conference room. The media tribune at each venue must include

separate areas for “TV and radio broadcasters”, commentators, the

written press and TV observers.

The LOC is to define the seating order in the media tribune in accor-

dance with the earlier-defined accreditation priority and the planned

presence of the journalists. Further to this, the LOC has responsibility

to ensure that no unauthorised persons may enter the Press Stands.

TV REQUIREMENTS TV REQUIREMENTS TV REQUIREMENTS TV REQUIREMENTS

Each venue must fulfil the following requirements in respect of TV camera positions, TV studios and a TV compound:

• Locations of television cameras in the arena:

◊ The main TV cameras shall be located at the same side as the match secretariat

◊ TV cameras shall be situated so that they do not cause any disturbance or danger for the participants.

(More information about TV starts on p.24)



Press StandsPress StandsPress StandsPress Stands



4 to 12 4 to 12 4 to 12 4 to 12

months

months

months

months

Plan the Media tribune/commentator seats/TV camera placements

Recruit persons who are responsible for the Media tribune and

providing the line-ups during the Event


Confirm internet connections in the Media tribune



Mark the media seats in the arena

Check the internet/electricity connections


• One person who is in charge of the Press seating

• One person who is responsible for the Media tribune during

the Championships and provides the line-ups



• Enough seats and desks with electricity/Internet connections

for writing journalists






Press ConferencesPress ConferencesPress ConferencesPress Conferences Each IFF Event venue shall have at least one press conference room which is large enough to ac-

commodate the speaker(s) as well as press officers, guests and interpreters.

During the IFF events there can be different kinds of Press Conferences organised. Post-game press

conferences should preferably be organised after all matches in the Adults World Championships and

at least after the semi-finals and medal matches in the Under 19 World Championships and Champi-

ons Cup.

Other Press Conferences might also be organised in connection with the IFF Events and these should

be planned and invited in good time before the event.

PRESS CONFERENCES GENERAL INFORMATIONPRESS CONFERENCES GENERAL INFORMATIONPRESS CONFERENCES GENERAL INFORMATIONPRESS CONFERENCES GENERAL INFORMATION

• Clearly state a good reason for holding a press conference: the news you are going to reveal has not been covered yet, or there is an emergency, or an important new issue. Decide what message you want to deliver

• Plan the major Press Conferences well in advance of the Event and inform and invite all of the accredited journalists

• Set the date and time of the Press Conference, taking into account the tournament phase, the number of journalists at the event and the competing news events already scheduled

• Prepare the spokesperson(s) to deliver your message. It is good to have only one or two speakers during the Press Conference so people don’t talk on top of each other, or mix the message. The spokesperson(s) should be experienced in the subject so they will be able to respond to questions after the statement

• Rehearse with the speaker(s) to make statements brief and clear and usually no longer than 10 minutes

• Often the reporters will want to interview the spokesperson. Let the press know that the speaker is available after the press confer-ence. Prepare your speaker with 30-second answers for radio or TV, and quotable simple messages for print reporters

• The running order for interviews after the press conference is TV, radio and writing journalists

More information about Post-game Press Conferences is found on page 9.




• Prepare the topics, the speakers and media host (moderator) for the Press Conference. Decide what other languages than English are used. If needed, reserve interpreters

• Work out the location of the press conference. Find an appro-priate place that is convenient and has the needed facilities. Prepare a good lighting and PA system - especially taking into consideration the needs of TV broadcasts

• Invite the media by sending a Press Conference advisory to appropriate media in good time before the Press Conference (1-2 weeks). Follow up with a phone call 1-2 days before the Press Conference to make sure that the most important media have received the advisory

• Invite guests. Make phone calls and send written invitations to guests you want to have at the Press Conference

• Prepare background materials and visual aids (charts, pictures, banners etc.) with IFF & LOC sponsors. Reporters and guests often wish to have a press release with written statements

During the Press Conference:During the Press Conference:During the Press Conference:During the Press Conference:

• Be ready to welcome media representatives and guests at least 15 minutes before the beginning of the conference and give them the background material

• The Media host welcomes everyone and briefly introduces the speaker(s).

• The statements shouldn’t be longer than 10-15 minutes

• After the speakers are finished, the media host asks for ques-tions

• Good visual aids make the story more interesting so be creative

• The Media host gives the journalists the possibility to ask ques-tions

• The Media host should end the press conference before things drag on too long. Thank everyone for coming and offer addi-tional information.

• Inform the journalists if there are opportunities for one-to-one interviews

10 steps for a Successful Press Conference10 steps for a Successful Press Conference10 steps for a Successful Press Conference10 steps for a Successful Press Conference

1. Plan ahead. At least two weeks before the event, the details of the press conference should be settled, talk about what you want to do and how you want to do it.

2. Tell your group about your ideas, get your members’ ideas and decide on the message you want to get out

3. Prepare props, posters, banners with IFF sponsors and LOC sponsors and information to the press kit

4. Organise a list of reporters (in connection to the press

accreditation) you plan to contact and inform about the conference

5. Write a news advisory

6. Write the statement to be made at the conference

7. Finalise all details. Write a press release

8. Call reporters to remind them about tomorrow’s conference

9. On the day of the conference, arrive early to situate speak ers, organise materials etc.

10. After the conference is over, mail copies of your press release and statements to any reporters who didn’t turn up

Press ConferencesPress ConferencesPress ConferencesPress Conferences




• Plan how many post-game Press Conferences you will organise and other possible Press Conferences organised during the Event

• Work out the location of the press conferences. Find an appropriate place that is convenient and has the needed space and facilities

• Decide who are going to be the media hosts, and which of them will lead the press conferences


• The Media hosts prepare that everything needed is available in the Press conference room

• The lead Media host watches the match and prepares a few questions

During the press conference:During the press conference:During the press conference:During the press conference:

• The lead Media host presents the team representatives and asks the planned questions

• The lead Media host gives the journalists the possibility to ask ques-tions.

• The lead Media host ends the official Press Conference

After the Press Conference:After the Press Conference:After the Press Conference:After the Press Conference:

• After the official Press Conference the journalists will be given the opportunity to interview the players.

POSTPOSTPOSTPOST----GAME PRESS CONFERENCESGAME PRESS CONFERENCESGAME PRESS CONFERENCESGAME PRESS CONFERENCES

• A Press Conference with both head coaches and the best/appointed players of each team will take place after each game (in Adults WFC) in the press confer-ence room no later than 15 minutes after the conclu-sion of the game

• The Press Conference will last 10-15 minutes and will be hosted in English

• The Media hosts will escort both coaches and appointed players from the dressing room to the press conference room

• Translation into English will be provided as mandatory and also translations to other languages will be pro-vided depending on the interest level and interpretation availability. Use of the team guides are recommended here

• Upon special request, a player can be added to the post game press conference, and the media hosts are responsible for contacting the requested player/s

PostPostPostPost----gamegamegamegame Press ConferencesPress ConferencesPress ConferencesPress Conferences




Press ConferencesPress ConferencesPress ConferencesPress Conferences



4 to 12 months

4 to 12 months

4 to 12 months

4 to 12 months

Plan the amount of Press Conferences, their contents, send invitations

Plan the placement of the Press conferences in the venue (take the TV

requirements into consideration)

Recruit persons to prepare the press releases and news

Recruit persons who go to field level and escort the coaches and best

players to the press conference room


Plan who shall be Media hosts and Speaker if needed during the Conference


startstartstartstart Prepare the Press Conference room


Press Conference crew (one person can have several responsibilities):Press Conference crew (one person can have several responsibilities):Press Conference crew (one person can have several responsibilities):Press Conference crew (one person can have several responsibilities):

• One person who is in charge of the press conference event as a

whole, delegating the responsibilities and planning the materials

needed as well as the press conference room

• Spokesperson/Speaker(s) or Players/Coaches for the press conference

• One person to invite the media and write the news advisory to the

Press Conference (not post-game Press conferences)

• One person who prepares the press release and news

• One person who is the lead media host during the press conference/

post-game press conference, preparing the room

• 1-2 persons who goes to field level and escort the coaches and best

players to the press conference room (be prepared to escort also

other players if the mixed zone host informs that someone else is

wanted at the press conference)



• Good lighting (for photographers & TV)

• Sound system

• Computer/Projector/Screen etc.

• Tables & chairs for the Speaker(s)

• Background materials/Visual aids with IFF & Event spon-

sor logos

• Backdrop for press conference with sponsor logos

• Catering

• Video recording from the press conferences to be pub-

lished on the official web pages






Mixed ZoneMixed ZoneMixed ZoneMixed Zone


• Plan the Mixed Zone for both the TV/Radio and the writing press in the arena and how the players and media are directed through the mixed zone after the matches

• Plan the work tasks of the media hosts in the mixed zone and the communication with the venue staff

• Mark the Mixed Zone area in the arena and plan where you need staff to secure the access to the mixed zone

• Add information to the Press Kit about the Mixed Zone, place and availability of players & coaches and media hosts

• Inform the teams about the Mixed Zone and how important it is for the players to exit the field as soon as possible after the end of the match via the Mixed Zone

• Stress the importance to the teams of cooperating with the media and players giving interviews when requested, when passing through the mixed zone


• Have a media host assisting the press in the mixed zone after the matches

• Media host in the mixed zone collects the interview requests and contacts venue staff who informs the team / wanted players

• If there are other player requests for press conferences, the media host in the mixed zone shall coordinate this

• Staff to secure the accredited press access and give guidance

• At every opportunity, remind the teams of the importance of the Mixed Zone

Each Event venue shall have a mixed zone, between the

playing field and the dressing rooms, where accredited

press can interview the players after a match. Each

TV & RADIO FLASH INTERVIEWSTV & RADIO FLASH INTERVIEWSTV & RADIO FLASH INTERVIEWSTV & RADIO FLASH INTERVIEWS

• The IFF recommends the playing teams to partici-pate in flash interviews after the first and second period, if so requested by the TV broadcaster

• The maximum time for a flash interview is 60 seconds (max. two representatives per team)

• IFF decides which parties are allowed to film live pictures from the matches

• The interview will take place in an area between the playing field and the dressing rooms (eg. mixed zone)

POSTPOSTPOSTPOST----PRACTICE INTERVIEWSPRACTICE INTERVIEWSPRACTICE INTERVIEWSPRACTICE INTERVIEWS

• All interviews requested after practice shall be forwarded to the team guide or team’s media officer

• Coaching staff and media officers are entitled to limit “game day” post-practice interviews to 10 minutes

• The general media access period after non-game day practices should be 15 minutes

• Interview requests for other occasions during the event shall be addressed the team media officer or team guide

mixed zone should be easily accessible from the dressing rooms, the media working areas and the

media tribune. Players and coaches shall be available in the mixed zone area directly after the con-

clusion of the post-game ceremonies.

The media hosts shall take requests from the media for interviews of players and coaches and inform

the venue staff of the players wanted in the mixed zone for interviews. The media host shall arrange

the post-game interviews in the mixed zone upon pre-given requests.



PhotographersPhotographersPhotographersPhotographers


• Plan the photographer zones in the arena, so that the accred-ited photographers are well served

• Test the movement of the photographers in relation to TV, commercials and spectators. Photographers may not stand between the commercials and the playing field, and should not have access to the area behind the team benches during play

• Plan the photographers working area (press centre) and make sure that there is a high speed Internet connection which is efficient enough to send large files. Inform about possible internet costs in advance

• Plan the guidelines for the photographers that will be added to the press kit with information about access zones, routes, Internet connections etc.

• Mark the routes for the photographers

• Check the arena lighting and the lighting in the mixed zone and press conference rooms


• During the first day of the event, discuss with the photogra-phers about their working conditions and if there is a need to make adjustments. In order to keep control of things, you should try to only make changes once concerning the rules for photographers

• Guide the Photographers to the reserved seats in the arena

• Have all the needed information and assistance always available in the Photographers’ working area (Press Centre)

• For all ceremonies, provide the details, concerning photogra-phers, in the Press Centre/Photographer’s working area, pref-erably in the morning of the same day of the ceremony at the latest

Each event venue shall provide a working area for accredited photographers with adequate desks,

high speed internet connections and, possibly, some computers. The photographers’ working area may

be combined with the press centre or may be separate, but in either case, should provide easy access

to the playing area and photographer zone in the venue.

The photographers shall have the possibility to take match photos from different sides of the arena during the match, giving them easy acces-

sibility around the rink, without having to leave the playing field level. The photographers shall also have the possibility to take pictures

during the post-game press conferences and in the mixed zone. Many journalists work as both photographers and reporters, which needs to be

taken into account when planning the accreditation and access zones.

PHOTOGRAPHER ZONEPHOTOGRAPHER ZONEPHOTOGRAPHER ZONEPHOTOGRAPHER ZONE

• The photographer zone shall be clearly marked in the venue with a possibility to take match photos from different sides of the field

• The photographer zone shall be placed so that the illumination of the arena best serves the needs of the photographers, taking into account the warm-ups and the pre- and post-match ceremo-nies

• The size of the photographer zone has to be in line with the number of accredited photographers, and must be planned in relation to spectators, TV and commercials

• A venue map with photographer access zones shall be included in the press kit, and only photographers with a designated photo-vest can enter the photographer zone

• Photographers are not allowed to enter the field of play during the match

RECOMMENDATIONSRECOMMENDATIONSRECOMMENDATIONSRECOMMENDATIONS

• The colour of the photo vest should preferably be black or another dark colour - it looks much better on television than bright colours

• The movement of the photographers during play should be kept to a minimum. In the biggest events, to avoid unnecessary movement, it is advisable to assign seats for the photographers

• The seats can be divided first within a pool consisting of the most important medias, LOC and IFF

Photo: Ville Vuorinen 2010



PhotographersPhotographersPhotographersPhotographers



4 to 12 4 to 12 4 to 12 4 to 12

months

months

months

months

Recruit persons who are in charge of the photographer zones and to

plan the Photographers’ access zones, after you have designated the TV

camera positions


Make sure that the Internet connections are efficient enough for sending

photos


startstartstartstart Finalise all the photographers’ access areas, test the routes and lightning




• One person who is in charge of the photographer’s zone,

plans the photographer’s zone placement and the routes to

the Mixed Zone from the field, the Media Tribune and Press

centre

• Staff to secure the entrances to the photographer’s zone and

guiding the photographers



• Secure enough lighting in the arenas

• Movement map for the photographers

• Media kits for photographers

• Information of all ceremonies to the photographers

• Photo-vests for the photographers

• Catering options for the photographers (if working in a

separate facility)






TV Production TV Production TV Production TV Production The TV broadcasts from the Event are always handled in co-operation

between the LOC and the IFF, since the IFF owns all TV rights and

has the connections to the national broadcasters and Eurosport.

In the organising agreement it is usually defined that all TV negotiations have to be

conducted in co-operation with the IFF, in order to secure the transmission of the signal

to any third country. It is important to start the TV discussions well in advance of the Event.

It is advisable to coordinate the planning of the TV production with the Internet-TV and match video

production people, to coordinate the placement of the cameras and the distribution of the produced

signals.


• Contact IFF and agree on how the TV and Internet-TV negotiations shall be handled

• Contact the local TV station or one which broadcasts sports in general in your country. This should be done at least 12-18 months in advance of the Event

• Ask for their interest to act as a host broadcaster of the event and ask for an offer for production costs and their interest in broad-casting the event locally. IFF needs to have an International signal based on the need of the takers

• Agree with IFF about the timetable for sending the offer to the foreign TV broadcasters. It is important to get a production price from the TV Production Company (TPC) well in advance, in order to be able to secure production from the Event

• IFF will, based on these discussions, make an offer to the TV’s that usually broadcast Floorball asking for their interest and simultane-ously discussing with Eurosport.

• When an agreement has been made with the TPC, a venue check has to be done of the event venue, planning the camera positions, lighting, studios and interview space, electricity, parking for an OB-van and satellite bus, camera cabling

• Separately a plan for locating the TV cameras shall be made, since this might affect the ticket sales, through blocking of seats for TV cameras

• The LOC will make the proposal of the match schedule based on the local spectators and TV needs. It is important to have the TV-matches agreed as soon as possible. IFF makes the final decision

• IFF will arrange the up-link and the satellite segment for the transmission of the TV signal abroad to the takers and order this service

Before the Event (cont.):Before the Event (cont.):Before the Event (cont.):Before the Event (cont.):

• Agree upon what space, both inside and outside, the TPC needs and what needs to be built in the arena. The build-up schedule has to be agreed separately

• Agree on what services the TV needs, commentary positions and equipment, internet connections, graphics for the event, match time in TV and match statistics, parking space for the TV compound etc

• Separately agree upon the technical need for the TPC, con-cerning electrical power and cabling in the venue

• Also agree whether the logo of the event, National Associa-tion/IFF can be in the TV broadcast and whether the LOC can sell commercials

• Agree upon the length of the intermissions in the TV-matches, the possible use of power-breaks and how this is communicated to the referees and teams

• Agree upon the accreditations the TV will need and if some additional match tickets are also needed for the TV Company

• Plan and agree with the TPC where the TV-studio will be and what implications that has on the lighting in the venue

• Inform the TV about the opening and the medal ceremony and about the duration of games, including possible power breaks and intermission lengths in the group stages, quarter and semi finals and medal matches

• Approve the flooring, ball and commercial set-up with the TPC

• If there is a national signal and an international TV signal, it is important to agree what goes out to the international feed if there are interviews in the local language

• Ask the host broadcaster if they are interested in broadcast-ing the televised matches on their internet TV, to reach a broader audience

• Assign a contact person, who will assist the TV with their problems



TV Production TV Production TV Production TV Production TV PRODUCTION CHECK LIST:TV PRODUCTION CHECK LIST:TV PRODUCTION CHECK LIST:TV PRODUCTION CHECK LIST:

• Production offer from the TPC

• Number of matches that will be televised in the or-ganising country

• TV Camera set-up/Seating plan

• Production time table

• Needed equipment in the venue

• Technical need for the TPC

• TV Compound placement

• Internet connections

• TV-studio and commentary positions

• Use of TV-signal in the venue (eg. Jumbotron)

• Mixed zone placement and walking paths

• Player interviews

• Make the raider for each match in advance and distrib-ute it to all parties concerned


• Check that the needed installations for TV cameras are in place and that they do not cover any extra spectator seats

• Arrange the needed equipment for the TV Studios, commentary posi-tions and TV cameras

• Arrange the needed accreditations and tickets for the TPC

• Inform the Teams in the technical meeting of differences in TV matches, like the need for line-ups, power-breaks etc

TVTVTVTV----matches during the Event::matches during the Event::matches during the Event::matches during the Event::

• Arrange a run-through meeting with the TPC the previous day, where you agree upon the raider of the TV-match. Agree upon what inter-views are being made and what is being broadcast.

• Provide the teams with line-up forms, which are to be returned 60 minutes before the start of the game

• Provide the Press centre, the IFF and the takers of the TV-match with the line-up

• Check with the director of the TV-signal that the communication is working so that the referee starts the game when TV wants

• Inform the teams, the media and photographers and the match secretary about any changes in movements in the venue or other irregularities due to TV productions

• Evaluate after each day if there are issues for the TPC or vice versa

• Discuss with TV about the possibility to move spectators, in order to have them on the TV-side, this shall also be taken into account early enough when planning the set-up for the TV production, since it is important to have spectators in the TV-pictures


• Collect the viewer and visitor statistics and share them with the IFF

• Provide IFF with copies of all the produced matches. TV REQUIREMENTS TV REQUIREMENTS TV REQUIREMENTS TV REQUIREMENTS

Each venue must fulfil the following requirements in respect to TV camera positions, TV studios and a TV compound:

• The main TV cameras shall be located at the same side as the match secretariat

• TV cameras shall be situated so that they do not cause any disturbance or danger for the participants.

Photo: Juhani Järvenpää 2010



TV ProductionTV ProductionTV ProductionTV Production

TIMELINE


12 to 18 months

12 to 18 months

12 to 18 months

12 to 18 months

Recruit persons responsible for co-operation with the TV and IFF

Plan layout of TV Cameras, TV schedule, Technical requirements

Recruit persons to take care of the practical planning of the venue

Recruit persons who acts as a link with the director of the production during

TV matches


Satellite order, Match statistics, Grapichs, Match clock, Satellite up-link



startstartstartstart Build TV stands, studio and commentary positions




TV Negotiations and setTV Negotiations and setTV Negotiations and setTV Negotiations and set----upupupup

• One person who is responsible for co-operation with the TV

and IFF

• One person to take care of the practical planning of the

venue

TV MatchTV MatchTV MatchTV Match

• One person in the match secretary who acts as a link with

the director of the production

• One person who fills in the starting line-ups on the IFF

online statistic software and/or delivers it to the Press



• Stands for TV cameras and studio/commentary positions

• Tables and chairs for TV Studio and commentary positions

• TV-monitors for the commentary positions

• Internet for the studio and commentary positions

• Match statistics software

• Integrated Match time for TV

• TV Graphics (if TV don’t provide it)






InternetInternetInternetInternet----TV &TV &TV &TV & Match Video Match Video Match Video Match Video


• Contact the IFF as early as possible to discuss the way to organise the Internet-TV production.

• If you have TV coverage, inform the TV production company about the Internet-TV plans and co-ordinate the distribution of the signal

• Agree upon the level of production, how many cameras and the way to provide for the needs of the coaches/referees (two main cameras - one close for the spectators and one overview for coaches and referees)

• Co-ordinate the camera positions with the TV Production Company

• Build a time table for the production and plan the working space for the Internet-TV crew and the streaming facilities in the venue

• If the LOC has a co-operation with a provider of Internet stream, agree upon the price for all matches and discuss this with IFF

• Secure that there is enough space on the server for the streaming and build a system for the maximum number of unique users per game. For example in the 2010 WFC there was an average of 11 000 unique visitors per game and over 40 000 for the final match

• The Internet-TV can have the same commercials as for the Event, but this has to be agreed with IFF

• Inform well in advance where and how the Internet-TV will be visible and how the teams can order and receive the taped matches

Until recently, Floorball has had a fairly low TV pene-

tration and so there has formed an internal culture for

Internet TV, with live coverage from the IFF events. This

live coverage is an ideal way to provide service for all

Floorball countries, since this gives the possibility for

IFF and the organiser to provide live coverage of all

teams.

In order to control the situation and keep the number of cameras to a

minimum in the venue, the organiser is responsible for providing taped

videos of the matches. These are to be given free of charge to the playing

teams and the other teams can buy them for a self-production price. They

should order them in advance. Additionally, there is usually a need of having

special videos for referees as well.

INTERNET TV PROUCTIONINTERNET TV PROUCTIONINTERNET TV PROUCTIONINTERNET TV PROUCTION

• Keep it simple. If you use commentary, think about how it works outside your own country

• Make a copy in mpeg2/mpeg4 of each match for IFF and upload it to the IFF YouTube Channel

• Arrange the copying of the DVD’s for the teams during the match. The teams playing shall have the copy no later than one hour after the end of the game. Any other teams wanting to buy the match, shall receive it within 3 hours

• Make an order form for the teams to order the videos at least two weeks before the event

• Secure match statistics in the signal (score, teams and if possible match clock)

• NOTE! If there is internet TV, the teams are not allowed to film on their own

• In order to please the coaches and analytical staff of the participating teams the DVD’s for the teams must be shot from an angle which is wide enough, so that at least half of the field is visible at all times

Before the Event (cont.): Before the Event (cont.): Before the Event (cont.): Before the Event (cont.):

• Plan the placement of the Internet-TV editing table, taking into account how much cable space is needed for the internet stream (usually min. 2 MB SDSL)

• Agree upon the measurements to be made during the event, tracing the statistics

• Build and test the visibility of the Internet-TV at least one day before the start of the event.


• Meet with the Internet-TV crew before the start of the first game, and each morning, to check that the distribution of the produced matches are in order


• Secure that IFF has received copies of all matches

• Collect and distribute the statistical information of users to IFF




InternetInternetInternetInternet----TV &TV &TV &TV & Match Video Match Video Match Video Match Video



4 to 12 months

4 to 12 months

4 to 12 months

4 to 12 months

Contact IFF concerning Internet-TV

Agree with the producer of the Internet TV

Secure the facilities

Build the front page of the TV

Reserve the internet connection

Inform the teams about the system for match videos

Recruit persons to give technical assistance in case of technical

problems in streaming

6 6 6 6

weeksweeksweeksweeks

Make a news bulletin about the Internet TV nationally and interna-

tionally



Build the editing studio (streaming platform), check the connectivity

and test the signal




• One person to be contact person with Internet TV crew

• One person to coordinate the distribution of the match

videos to the teams

• One person giving technical assistance in case of technical

problems in streaming (usually provided by the company

controlling the internet connection)



• Table for computers and streaming machines

• Cables for the Internet connection

• Podiums for the Cameras

• Order form for the video matches

• Information to the teams on how to order and receive

their matches






EventEventEventEvent


• Plan the design and launch of the website, make sure that you have a big enough server

• Plan where & how the on-line match results will be visible and which result service program is used

• Agree with IFF about the use of IFF on-line statistic software

• Plan how the photo gallery will look

• Ask for the IFF logo and IFF sponsor logos for the web page

• Approve with IFF all elements related to marketing before launch-ing the website

• The website should be launched at least 6 months before the event (also in English)


• Publish results of the matches

• Publish match photos during the matches or as soon as possible after the matches. Also publish photos to IFF Flickr pages.

• Write match reports (also in English)

• Write player interviews (also in English)

• Video interviews, if possible

• News from Press conferences


• Evaluate the Website

• Collect the website visitor statistics and share them with the IFF

The Event Website is the window of the champion-

ships before, during and after the championships.

The website needs to be in English and in the

native language.

The Event website shall reflect and present the

unique sport of Floorball and serve the media and

public all over the world.

WEBSITE CONTENTWEBSITE CONTENTWEBSITE CONTENTWEBSITE CONTENT

• Contact info to all different parts of the LOC

• Tournament information, format, match schedule & result service

• Host city information with hotels/travel information

• Foreword from IFF President

• Participating teams

• Venues

• Media material (event logo) & Media accreditation

• Ticket info

• LOC & IFF Partners

• Volunteering Information

• News about the event

• Team presentations

• History of previous events from IFF web-page

• Photo Gallery with match pictures

• Player interviews (also in English)

• Link to IFF Website & RSS feeds from IFF

• Links to Social Media pages (Facebook, blogs etc.)

• Links to other media resources such as YouTube & Flickr

• Possibility for Web-TV

• Possibility to make Web-interviews

• List of Media resources following the event by country/language

• List of possible TV and Internet-TV coverage

WebsiteWebsiteWebsiteWebsite



Social MediaSocial MediaSocial MediaSocial Media


• IFF already has well-established social media channels that should be used by organisers. This will save you a lot of extra time and effort before and during your event.

• If you also want to have your own social media channels, plan the design and launching of the different social media platforms.

• Plan beforehand a preliminary schedule for what type of infor-mation is to be shared through the social media, so that you have regular updates once you have launched the social media channel

• Boost your social media channels through different information channels (own website, IFF website, IFF social media channels, other floorball channels etc)

• For photos and videos you should use the existing IFF Flickr and YouTube channels, to which you can add material

• Link the social media channels to your webpage


• Spread information and boost your event through all possible social media channels

• Publish match photos during the matches or as soon as possible after the matches (add match photos to IFF Flickr)

• Add video interviews and match highlights to your website and to the IFF YouTube channel


• Evaluate the use of the social media channels

The influence of the social media has increased

during the past years and as a young and

trendy sport, floorball should be one of the fore-

runners in utilising the social media possibilities.

Social media provides the resources that create

the hype around the event and help to keep it

alive throughout the whole tournament.

IFF SOCIAL MEDIAIFF SOCIAL MEDIAIFF SOCIAL MEDIAIFF SOCIAL MEDIA

• Facebook - IFF staff continually make new postings about events, news, videos, match reports etc. Organ-isers can request to be added to the administration list so they too can make official posts to this page

• Flickr - organisers will be provided with instructions of how to access the IFF Flickr site and are expected to add photos from their Event

• YouTube - organisers will be provided with instruc-tions on how to access the IFF YouTube channel and are expected to upload match videos, highlights and player interviews.

• Videos that are uploaded to the IFF YouTube channel can be shared on the IFF Facebook page and Twitter

IFF YouTube CHANNELIFF YouTube CHANNELIFF YouTube CHANNELIFF YouTube CHANNEL

• Organisers may apply to use the IFF YouTube channel to provide Live Streaming of their Event

• Organisers are responsible for all production and set-up costs for the streaming and must fulfil certain technical requirements

• More information about the Live streaming can be requested from the IFF



Website & Website & Website & Website & Social MediaSocial MediaSocial MediaSocial Media



24 to 12 months

24 to 12 months

24 to 12 months

24 to 12 months

Start by reserving the URL as early as possible and the name of the website Plan the Website look and content Plan the social media platforms and the launching Recruit persons who update the website & social media platform(s) after the launching Recruit persons who write the match reports and update the website Recruit persons who take pictures from the matches and download them Recruit persons who update other social media pages, make videos of inter-views etc. during the event


Plan the different media crews for the event

Plan the Photo Gallery (IFF Flickr) and that you have enough photographers


startstartstartstart Educate the volunteers in a briefing meeting




Website media crew for one match/venue:Website media crew for one match/venue:Website media crew for one match/venue:Website media crew for one match/venue:

• One person who coordinates the media crew (match reports,

social media, video interviews)

• One person to write the match report and update the website

• One person to take pictures from the match and download

them to IFF Flickr and/or LOC picture gallery

• One person to update social media pages

• Two persons to make and download video interviews to IFF

YouTube and/or LOC YouTube.

(One media crew can take care of two matches in a row)



• High quality digital camera

• High definition video camera

• Working room with computers and high-speed internet

connections

• Passwords and instructions for IFF YouTube and Flickr

• Video & photo editing programs





7. VIP Services7. VIP Services7. VIP Services7. VIP Services



VIP ServicesVIP ServicesVIP ServicesVIP Services



VIP GuestsVIP GuestsVIP GuestsVIP Guests

IN SPECIAL CASES:IN SPECIAL CASES:IN SPECIAL CASES:IN SPECIAL CASES: • Always have some spare VIP accreditations available with

an own seat in the venue - you never know who will turn

up • There might be problems with ticketing systems - prepare

by having a few extra seats available in the VIP section

GENERALGENERALGENERALGENERAL • Appoint a person in charge of the VIPs who can make

decisions in problematic situations • Distribute the telephone numbers of the people responsible

for the VIPs to the IFF and team guides

Even though the matches are the most important part of the

event, the care of VIP guests is, for the organiser, an activity in

which they can be very easily compared with other events and

sports.

The organiser should ensure that the people responsible for

looking after the VIPs, as well as managing the VIP Room, have

the experience and knowledge to be able to answer questions

and promote Floorball to the guests.

The task of the VIP hosts is to ensure that the VIPs are feeling

welcomed and are enjoying themselves, but also be able to

provide information about your organisation and Floorball within

your country.


• Prepare a daily list of VIPs that will be at the Event and those that will require special attention - especially those visiting for the first time

• The VIPs should be greeted by a VIP host and escorted to the VIP room &/or shown to their seats.

• Plan the program in the VIP Room and remember to service also the international guests, if possible. Check with the IFF staff, if there are any special VIP’s attending the match

•

CITY RECEPTIONSCITY RECEPTIONSCITY RECEPTIONSCITY RECEPTIONS • A way of giving more value to the event is to have the

host city organise a reception for the LOC and the partici-

pating teams and officials. This is a good way of showing

the importance of the event to the city and to remember

the city for its participation in the event

• Inform the teams and IFF about the reception in advance

of the event, and when planning the reception keep in

mind the tournament schedule to ensure that as many

teams and IFF personnel as possible can participate

• Invite the Team leaders, your VIPs, the IFF officials and

Sponsors. Try to keep the number to around 50

• If needed, arrange transportation from the venue/IFF hotel

to the reception and back


• Make a calculation of how many people you can provide VIP seating for and how much space you have for VIP room/s. These calculations will depend on venue space and your budget, and you should base the invitations on this

• If there are different classes of VIP Services, approve these with IFF and agree upon how to inform VIP’s of the different services

• The invitations have to be sent out at least 6-8 weeks prior to the event. Always ask for a reply, so you know how many will arrive

• Once you have received the replies send more information to the guests, especially outlining which entrance VIPs should use and a contact person who will be available at the venue at all times

• Define how the accreditation of the VIP will be made and approve it approve it approve it approve it with the IFF.with the IFF.with the IFF.with the IFF. We prefer that the organiser use the same IFF Accreditation system that is used for everyone else involved in the event. This will make it simpler for your venue staff & security to easily identify VIPs and limit any confusion that can be caused by using different systems of identification within the one event

• IFF will inform at least 4 weeks before the start of the event how many IFF VIP accreditations will be used during the event, as well as providing a list of participating nations’ Association VIPs

• Select appropriate people to act as VIP hosts

• Prepare the Welcome Desk and put up signs in order for the VIPs to find the right entrance

• Reserve a sufficient number of match programmes for the VIPs and have them ready at the Welcome Desk

• Prepare a list of VIPs and a schedule of what days they will be at the Event. Make sure that if you have ‘very important’ VIPs attending your event that you have arranged for equally important people from your organisation to meet with them and host them in the VIP room




VIP RoomVIP RoomVIP RoomVIP Room GENERALGENERALGENERALGENERAL

• It is good to have screens showing the match in the VIP

room • If you have guests who are perhaps not so familiar with

Floorball, before the match try and give a short presenta-

tion in the VIP room about Floorball in general and about

the game they are going to watch - the teams, the situa-

tion of the tournament etc. • Provide equal VIP services for all matches - don’t give

special priority only to home team matches • Provide a written explanation of what service is included

in the VIP accreditation and provide a program if there are special serving hours for food etc.

• Explain what the system for beverages is

• Check that the personnel in the VIP room have similar

and appropriate clothing • The VIP room should not be a hang-out area for organiser

staff

The VIP Room is the place where the organiser can showcase

their event to the participating nations, the Event and IFF

sponsors, the invited national and international guests.

Here the organiser can provide food and refreshments, a com-

fortable place away from the public areas, and somewhere you

can give suitable attention to your VIPs. It provides the organ-

iser with a space where they can easily promote Floorball and

their organisation to people whose help and support you will

need in the future, to continue to promote and increase the

growth of Floorball in your country and around the world.


• Check that the VIP room is tidy and, together with the caterer, that there are refreshments available. Prepare for the arrival of VIPs after the end of each period

• If there is a security officer checking accreditations when you enter the VIP room, see to it that there is a sufficient num-ber of these especially in the period breaks. You do not want to have a queue in front of the VIP Room

• If the VIP Room is far away from the VIP stand, inform when the period is going to start so that the VIPs can return to their seats in time for the start of the period

• Inform the LOC or IFF about problems related to any behav-iour of the VIPs

• If there are VIPs participating in match ceremonies, make sure there is someone to guide them to the playing field

After the match:After the match:After the match:After the match:

• Check that the VIP room is tidy and, together with the caterer, that there are refreshments available. Prepare for the arrival of VIPs after the end of the match

• When the VIPs are leaving from the Venue make sure there is someone to say goodbye to them and thank them for attending. Their final impression of your event is sometimes the most important.


• Select the VIP rooms in the venue, taking into account how to get there from the venue entrance, and how to move from there to the VIP spectator stands

• Design the layout of the VIP room and set up the room in consulta-tion with the caterers

• Ensure that there is easy access to and from the VIP seating and that the path is well-marked

• Design and order the catering at least 2-3 weeks before the event

• When you make the decision about the level of service in the VIP room, always remember to clearly inform the VIP’s and IFF about this

• Use materials from the Event & IFF sponsors to ‘decorate’ the room. Have somewhere to display Floorball magazines and the Event’s Daily Newsletter


• Prepare a daily list of VIPs that will be at the Event and those that will require special attention - especially those visiting for the first time. Check with the IFF staff, if there are any special VIP’s attending each day

• Check each day that the ordered catering is in place, and that any promotional materials are supplied. Check that all audiovisual equipment is working

Before the Match:Before the Match:Before the Match:Before the Match:

• Check that the VIP room is tidy and, together with the caterer, that there are refreshments available. Prepare for the arrival of VIPs before the match begins

• VIP hosts should meet the VIPs at the entrance and escort them to the VIP room and show them where the VIP seating is located

• If you have a program of events for the VIPs, the host should wel-come the VIPs about 30min before the start of the match and give the outline of the program



VIP ServicesVIP ServicesVIP ServicesVIP Services



1 to 3 months

1 to 3 months

1 to 3 months

1 to 3 months

Choose the VIP rooms

Send out the invitations

Make the list of VIPs

Build the layout of the VIP room and maps and signs

Recruit managers who are present at all times

Recruit persons at the Welcome desk

Recruit persons present in the VIP rooms


Plan work shifts

Plan the programme for the VIPs

Order the catering



Educate the volunteers in a briefing meeting

Check the audio-visual equipment

Check the VIP room and the catering






Group stages:Group stages:Group stages:Group stages:

• One VIP manager present at all times

• 2 persons at the Welcome desk to give out the accreditations

and escort VIPs to the VIP room / seating

• 1-2 persons present in the VIP room

• The host of LOC and a speaker if needed

Final stages:Final stages:Final stages:Final stages:

• One manager and at least three volunteers at the Welcome

desk

• One manager and 2-3 volunteers in the VIP room

• The representatives of the National Association, the host of

LOC and a speaker if needed



• Decoration of the VIP room

• Accreditation cards for VIPs

• Tickets and map of venue if needed

• Spare VIP accreditations and tickets

• Match programme

• Daily programme in VIP

• Meal and drink coupons (if used)

• Paper and pens

• Gifts for the VIPs

• TV-screens in the VIP room



8. IFF Officials8. IFF Officials8. IFF Officials8. IFF Officials



IFF OfficialsIFF OfficialsIFF OfficialsIFF Officials



IFF StaffIFF StaffIFF StaffIFF Staff

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Before the eventBefore the eventBefore the eventBefore the event

• The IFF staff finds out which materials (balls, match records, referee equipment, commercials, rink, boards, goal cages, flooring etc) should be brought, or sent prior, to the event

• The IFF staff shall, after checking with LOC, send a brief info concerning hotel, food, daily allowances and transport upon arrival to the IFF person-nel involved in the event

• The IFF staff print and bring the WADA Prohibited List, Competition Regulations valid for the event, the IFF Arena Inspection Form, the in-structions for the IFF Statistical System and the Final lists of Team delega-tion for all teams (for the passport check)

• The IFF staff prepare the Daily report file for the event

• The IFF staff prepare the Technical meeting PowerPoint in cooperation with LOC. The LOC shall print out the handouts of the PowerPoint and bring a computer to be used during the technical meeting

• The IFF staff and LOC shall, together with the Jury chairman, schedule a time on the day of arrival for an arena check-up and a joint meeting

• The IFF staff checks that the court is set up as specified, commercials are in place and the doping control room has all needed facilities


• The IFF staff participates in the arrival day meeting with LOC, led by the Jury chairman

• In the arrival day meeting, the IFF staff confirm how the match photos & videos taken by LOC will be transferred to IFF staff for the use on the IFF website, how the meals for the IFF personnel are organised and check the LOC email addresses for sending the daily report

• The IFF staff participates in the Technical meeting with the following duties during the meeting: Roll call, shirt colours in each match, explain-ing the anti-doping procedures

• After the meeting, IFF staff assist with passport checking, answer anti-doping questions and handle open TUEs, and check national anthems with team officials

• In the 2nd Technical meeting, IFF staff handle the ballot for the home team in the final and bronze match

• The IFF staff participate in the 1st referee meeting, mainly to present themselves and to solve any outstanding questions concerning meals etc.

• Before the 1st match the IFF staff shall contact the statistics team to make sure they understand how to handle the IFF Statistics Software

GENERALGENERALGENERALGENERAL • The IFF Staff works in close cooperation with all IFF

personnel and the LOC

• The IFF staff has different tasks - make sure you contact

the correct staff member depending on the issue

• IFF staff is at the event to help the organiser - don’t

hesitate to contact them in any matter

The main task of the IFF Staff is to support the Jury,

Referee management, other IFF persons, IFF guests

and the local organiser.

The number of staff depends on the size of the event

and ranges from one to six persons.


IFF Staff at events:IFF Staff at events:IFF Staff at events:IFF Staff at events:

• WFCQ: One person per event

• U19 WFCQ: One person per event

• EFCQ: One person per event

• WFC: 6 persons

• U19 WFC: 4 persons

• CC: 4 persons

• EFC: 4 persons

Depending on the size of the event, and other

simultaneous events, these figures might change


• One office room in each arena equipped with:

◊ Tables and chairs for all IFF staff

◊ High-speed internet access

◊ Enough plug-ins for electricity

◊ A printer, all-in-one model allowing copying and

scanning

• Coffee, tea, soft drinks, fruit, etc

During the event (cont.):During the event (cont.):During the event (cont.):During the event (cont.):

• After each match the LOC shall bring the IFF copy of the written match record to IFF staff who check that the on-line match record is correct compared to the written match record

• After each day the IFF staff collect the views from Jury & Referees management, meet with the LOC, update and send the Daily report

• The IFF staff writes news about the matches and publish these on the IFF website

• The IFF staff assist the Jury, Referee management and LOC with any problems that arise during the event



Event JuryEvent JuryEvent JuryEvent Jury

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Before the start of the eventBefore the start of the eventBefore the start of the eventBefore the start of the event

• The Jury shall be in contact with the IFF office (that communicates

with LOC), no later than 2 months before the event, to organise

travel to the event

• The Jury chairman shall be in contact with the IFF office (that

communicates with LOC) to plan the arena inspection and for the

first meeting with the LOC

• The Jury chairman and all jury members at the event shall, to-

gether with IFF staff and the LOC, conduct the venue check

• The Jury chairman shall lead, together with LOC and IFF staff, the

1st Technical meeting with the participating teams

• The Jury shall, in connection with the 1st Technical meeting, check

the passports/ID cards of the participants and give the accredita-

tions to the team representative


• The Jury shall be present in the arena at all matches

• The Jury shall make notes from each match to be reported in the

Daily report

• The Jury shall be proactive whenever possible to avoid problems for

the organisation

• The Jury chairman shall participate in the first referee meeting and

communicate with the head of referees every evening before the

referee meeting to receive comments from the referee sector

• The Jury chairman shall lead, together with LOC and IFF staff, the

2nd Technical meeting (if needed) with the participating teams

After the matches:After the matches:After the matches:After the matches:

• The Jury shall report what has happened in the match to the

person responsible for the daily report

• The Jury shall participate in meetings scheduled with the LOC

GENERALGENERALGENERALGENERAL • All questions and problems concerning competition and

disciplinary decisions during the event shall be discussed

with the IFF Jury

• At least one Jury member is present in the arena during

each match

• The Jury shall be neutral but still co-operate with all

parties involved in the event

The main task of the Jury is controlling and making

decisions regarding the competition. The Jury makes

both the competition decisions and the disciplinary

decisions during the tournament.

The number of Jury members depends on the size

of the event.


Jury persons in events:Jury persons in events:Jury persons in events:Jury persons in events:

• WFCQ: One person per event

• U19 WFCQ: One person per event

• EFCQ: One person per event

• WFC: 5 persons

• U19 WFC: 4 persons

• EFC: 4 persons

Depending on the size of the event, and other simultaneous

events, these figures might change


• One office room in each arena equipped with:

◊ Tables and chairs for all IFF jury

◊ High-speed internet access

◊ Enough plug-ins for electricity

◊ A printer, all-in-one model allowing copying and

scanning

• Coffee, tea, soft drinks, fruit, etc

The facilities for the Jury can be combined with the IFF Staff office in the venue.



RefereesRefereesRefereesReferees

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Before the eventBefore the eventBefore the eventBefore the event

• In co-operation with the IFF office, LOC shall make the necessary

arrangements for accommodation and meals for the referees

• LOC shall make reservations for the referee meetings during the tour-

nament - every evening of the tournament, usually in the IFF hotel

(See more on Page 6: Meetings)

• LOC shall make a plan for the transportation of referees from the

airport/train station/harbour and also for their transportation during

the tournament. Be sure to reserve enough space in the bigger tour-

naments when there are 12-16 referees and 3-5 observers

• LOC shall arrange the possibility for lunch and dinner for the referees,

referee management and the jury

• The breakfast and dinner shall, preferably, be organised at the hotel.

Lunch should be available at either the venue or hotel. Be sure that

there are food options available after the last match of the day in

accordance with the match schedule

• Make sure that the locker rooms for referees are adequate and the

refreshments are taken care of

• Possible daily allowances shall be paid before the start of tournament

• The referee management will agree with IFF concerning possible film-

ing of referee performances done by the referee management

• The head of referees shall participate in the first Technical meeting

During the eventDuring the eventDuring the eventDuring the event

• LOC shall take care of the transportation of the referees and referee

observers to the venues 1.5 hours before each match starts. The

transportation can be either fixed or continuous

• If the referees and observes have days off, LOC shall arrange some

activities for them (sightseeing etc.)

• LOC shall arrange suitable facilities for referee education and for the

referee meetings. (See more on Page 6: Meetings)

After the event:After the event:After the event:After the event:

• Arrange transportation to the airport/harbour/train station according

to the departure schedule

COCOCOCO----OPERATION WITH REFEREESOPERATION WITH REFEREESOPERATION WITH REFEREESOPERATION WITH REFEREES • The referees are a very important part of the tournament.

Make sure that their needs are well taken care of

• Be ready to help the referees if they request assistance

with some issue

• The referee host team should be big enough to be sure

that there is someone available before, during and be-

tween the matches

• Make the referees and the referee management feel wel-

come and create a nice atmosphere

GENERALGENERALGENERALGENERAL • The IFF office shall make the travel arrangements for the

referees and referee management

• LOC, in co-operation with the IFF, shall arrange the ac-

commodation and meals

• The Referee host of the organiser is responsible for

handling all issues that arise for the referees and the

referee management in the venues

• The referees have a meeting before every tournament, and

every evening during the tournament for which the LOC

shall organise a suitable meeting room

The IFF Referee Committee (RC) is responsible for leading

the referee work during the tournament. The IFF RC will

nominate referees and the referee management (head of

referees and observers) for the tournament. The organiser is

responsible for taking care of the referees and the referee

management during the tournament.

REFEREE LOUNGEREFEREE LOUNGEREFEREE LOUNGEREFEREE LOUNGE • To secure the well being of the referees, it is advisable to

have a special referee lounge

• This is a place where the referees can relax before and

after the match and where the referee observation feed-

back can be given without disturbance

Photo: Barbara Gabrovsek 2011



Referees Referees Referees Referees GENERAL GUIDELINESGENERAL GUIDELINESGENERAL GUIDELINESGENERAL GUIDELINES • The IFF RC makes the referee nominations for all international

matches, which includes the IFF events and friendly international

matches and tournaments

• For the friendly international tournaments the information of the

tournament and match schedule shall be sent to the IFF office no

later than sixty (60) days before the tournament

• IFF will always send a written confirmation of the referee nomina-

tions

• The travel for the referee and referee management to the IFF

events are arranged by the IFF or local organiser depending on the

contract made between the IFF and LOC

• For the friendly international tournaments the travels are arranged

by the LOC

• If the referees have to pay some transportation by themselves

during the travels, the organiser shall reimburse the costs within

ten days after the event

• The organiser is responsible for the accommodation of the referee

personnel. The hotels should be in the same city as the arenas or

in the immediate vicinity. The selected accommodation shall always

include breakfast

GENERALGENERALGENERALGENERAL • When arranging the travels minimise the total time the

referees are absent from work

• Arrange as simple travels as possible, avoiding stopovers of

more than 3 hours. This way you can ensure that you

have rested referees before the tournament starts

• Avoid the requirement for travelling by their own car

• Possible daily allowances shall be paid directly to the

referees’ bank accounts at least one day prior to the

tournament

• Daily allowances for the referee management, jury and IFF

staff shall be paid before the tournament starts in cash in

local currency

Financial and organisational responsibilities

Travel in home country to Travel in home country to Travel in home country to Travel in home country to nearest international nearest international nearest international nearest international connection pointconnection pointconnection pointconnection point

Travel from interna-Travel from interna-Travel from interna-Travel from interna-tional connection point tional connection point tional connection point tional connection point

to city of eventto city of eventto city of eventto city of event

Transfers during the Transfers during the Transfers during the Transfers during the eventeventeventevent

Accommodation and Accommodation and Accommodation and Accommodation and mealsmealsmealsmeals

Daily allowanceDaily allowanceDaily allowanceDaily allowance

OOOO FFFF OOOO FFFF OOOO FFFF OOOO FFFF OOOO FFFF

Type of eventType of eventType of eventType of event

WFC RA RA IFF HO HO HO HO HO HO HO

WFC Qualifications RA RA IFF PA HO HO HO PA IFF PA

U19 WFC RA RA IFF PA HO HO HO PA IFF PA

U19 WFC Qualifications RA RA IFF PA HO HO HO PA IFF PA

EFC Final Round RA RA IFF HO HO HO HO HO HO HO

EFC Qualifications RA RA IFF PA HO HO HO PA IFF PA

WUC RA RA IFF PA HO HO HO PA IFF PA

International matches RA RA HO HO HO HO HO HO HO HO


Financial and organisational responsibilities Financial and organisational responsibilities Financial and organisational responsibilities Financial and organisational responsibilities regarding refereesregarding refereesregarding refereesregarding referees

RA: The association of the nominated referees O: Organisational responsibility PA: Participating associations F: Financial responsibility IFF: International Floorball Federation HO: Host association (organiser)

Photo: Fabian

Trees 2011



RefereesRefereesRefereesReferees



3 to 6 3 to 6 3 to 6 3 to 6

months

months

months

months

Recruit persons who are the head of the team

Recruit persons in the team depending on the events


Plan work shifts and educate the team members

Collect and prepare the equipment and make the plans for other activities Before Before Before Before

startstartstartstart Have a final meeting with the team and check everything once more






The referee host teamThe referee host teamThe referee host teamThe referee host team

• One person who will be the head of the team

• 2-4 persons in the team, depending on the size of the

event, with a maximum of eight matches per day



• Transport

• Dressing rooms for referees (men’s and women’s if needed)

• Meeting room

Referee lounge: Referee lounge: Referee lounge: Referee lounge:

• Bottled water, soft drinks, fruit, snacks, etc.

• Table, chairs, sofas, etc.

• If possible, access to internet-TV / TV




MeetingsMeetingsMeetingsMeetings

TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES TASKS AND DUTIES Before the event:Before the event:Before the event:Before the event:

• At the same hotel where the IFF personnel will be staying, book, as

early as possible, the following:

• Meeting room for daily referees meeting

• Meeting room for Technical meetings

• Meeting room for CB meeting (if being held)

• Prepare, in co-operation with IFF, the documents and other materials

needed for the meetings

• If catering is needed, options for this shall be presented to the IFF


• At the First Technical meeting, prepare to present all the information

related to the venue, transportations, first aid, ceremonies, security,

tickets and meal options for the participants of the event

• Introduce the responsible persons of the LOC

• Book a meeting room for the 2nd technical meeting (if needed, held

the day before play-offs start)

COCOCOCO----OPERATION OPERATION OPERATION OPERATION • Good co-operation between LOC, IFF and hotels is important to have

good conditions for the meetings and a clear understanding of the

requirements of all groups

GENERALGENERALGENERALGENERAL • The hotel for IFF personnel needs to have meeting rooms

sufficient for the daily referee meetings, the Technical

meetings of the event, and possible Central Board

meeting

• If the event is the Adult’s World Championships there will

also be a need for a meeting room accommodating 120

persons due to either the General Assembly or the

President’s and General secretaries meeting which are

held during the Championships

During IFF events there are always meetings that

take place, including Technical meetings for the

teams, Referee meetings for the referees and referee

management, and often a Central Board meeting.

During the Men’s World Championships the IFF

General Assembly is organised and during the

Women’s World Championships the Presidents and

General secretaries meeting is held.


Meeting rooms:Meeting rooms:Meeting rooms:Meeting rooms:

• One room for daily use accommodating up to 30 persons

• One room for the technical meetings accommodating up to 50 persons

• In the Adult World Championships: one meeting room accommodating

at least 120 persons


• Sufficient chairs (and tables if necessary) for all

participants

• Computer (for technical meetings)

• Video projector

• Flip chart / Whiteboard + marker pens

• Pencils and note books

• Mineral water, soft drinks, tea and coffee

FIRST TECHNICAL MEETING AGENDAFIRST TECHNICAL MEETING AGENDAFIRST TECHNICAL MEETING AGENDAFIRST TECHNICAL MEETING AGENDA • Welcome

• Roll Call

• Task of the Jury

• Colours of the teams for each game

• Match schedule

• Media

• Instructions given to the referees

• Anti-Doping

• Special issues during the event

• Local Organisation:

◊ Transport, Hotel Accommodation, Practice

Sessions, Ceremonies, Security, Lining ups,

tickets and Medical care

• Questions, remarks or any other business

• Date and time of the 2nd Technical Meeting

• Checking of Team lists of 20 players and 7 officials

• Distribution of team accreditation

• Checking of national anthem by team official



Daily ReportsDaily ReportsDaily ReportsDaily Reports

TASKS AND DUTIESTASKS AND DUTIESTASKS AND DUTIESTASKS AND DUTIES To be noted in the reportTo be noted in the reportTo be noted in the reportTo be noted in the report Before each match:Before each match:Before each match:Before each match:

• If the transport to the arena is working well

• If all the commercials and match flags are in place

• If the teams are ready on time

• If national anthems are played and that correct version is played

• Other happenings outside the protocol

• If the match starts on time

During each match:During each match:During each match:During each match:

• If the rink squad is working well

• If the match secretariat is working well

• If the technical elements (match clock, online statistics etc) work

• If the security is working well

• If there are some remarks about media, TV and web-TV


After each match:After each match:After each match:After each match:

• If the security is working well

• If the ceremonies are working well

• If the mixed zone is working well


• If the transport from and/or between arenas is working well

• Report the above to the IFF person responsible for the Daily report

During each day:During each day:During each day:During each day:

• Any problems that arise from matters not directly related to the matches

- teams, transport, meals, venues, hotels, security, media, internet, tickets,

seating etc

COCOCOCO----OPERATIONOPERATIONOPERATIONOPERATION

• The daily report is a co-operation between all IFF

personnel at the event and the LOC

• The IFF, Jury and LOC meet after the last match each

day to conclude the day and discuss the daily events,

after which the daily report is sent out

GENERALGENERALGENERALGENERAL

• It is important to be constructive when noting and

reporting happenings to avoid ending up with too many

negative comments

• Report the good, as well as the bad

• Be proactive, whenever feasible, so that matters in the

report have been handled already the same day!

At the end of every day of an IFF event, a daily report shall be written by IFF staff and distributed

to the LOC and IFF persons.

The daily report outlines any issues that arise each day during matches, with teams, transportation,

venues, media, security or any other event matters.


9. Adjacent services9. Adjacent services9. Adjacent services9. Adjacent services



Adjacent ServicesAdjacent ServicesAdjacent ServicesAdjacent Services


9. Adjacent services9. Adjacent services9. Adjacent services9. Adjacent services

Adjacent ServicesAdjacent ServicesAdjacent ServicesAdjacent Services Even though the organisation of the Event might be magnificent, the value of the Event will still be low if the Event has not really been visible in the City

where it is organised.

One of the main reasons for organising events is, of course, to enhance the brand visibility of Floorball in the country, by showing that there has been devel-

opment of the sport.

A measurement of the success of the Event is if it is possible to show that the level of awareness of Floorball among the general public has risen. The task must be to transform the Event from just a

Sports Event to a whole City experience.


• The objective must be to increase the visibility of the Event among the city’s residents - to support both the ticket sales and the knowledge of the sport

• Start by making an analysis of what it is possible to afford - for example, organising a “Try it Yourself Day” in the City Square costs much less than buying advertisement spaces

• In order to raise the awareness you need to combine the adjacent activities with the steps of the preparations, such as the start of ticket sales, draw of the tournament groups, announcement of the home team etc.

• The objective is that these activation elements will also give the event additional media coverage

• Encourage the Partners, the City and the Arena to use the Event as a way of activating their own clients and employees

• There is a need to designate separate persons to plan and run the adjacent events, since their preparations needs a different approach than the ordinary Event

• The most essential factor in the planning is to try to activate all the related Floorball groups into the Event: the spectators, the local Floorball players, other sports and the local residents


• Try to combine the Adjacent Events with the tournament match schedule

• In the venues, market the Adjacent Events to the non-local guests

POSSIBLE ADJACENT SERVICESPOSSIBLE ADJACENT SERVICESPOSSIBLE ADJACENT SERVICESPOSSIBLE ADJACENT SERVICES VENUE RELATED:VENUE RELATED:VENUE RELATED:VENUE RELATED:

• Seminars organised by LOC or IFF ◊ Coaching ◊ Refereeing and Referee observation ◊ Event organisation - Observer programme

• Special target groups - ParaFloorball, Youth, etc.

• Education for National Association clubs etc.

• Shadow tournament for Event Partners

• VIP receptions for City, Partners and Guests

• Exhibition booth and activity area in the Arena

• Use of new technical innovations, both in and outside the venue:

◊ Mobile Shot radar ◊ FBL Floorball computer game

• Inviting the Embassy’s of the participating countries to play and watch the tournament

CITY RELATED:CITY RELATED:CITY RELATED:CITY RELATED:

• Promotion Events - “Try it Yourself”- promotions

• Building of Fan-culture by organising tournaments and using social media

• Floorball tournaments for clubs, fans and new target groups

• Official Receptions (Government, City) in relation to IFF General Assembly/Presidential Meeting

• Challenge games with Media, both before and during the Event

• Activity square Downtown during the Event

• City visibility - using the cities own elements (billboards, city buildings, buses, hotels etc.)

• Special cloths, banners or mystery elements in the city to increase the awareness

• Event Parties in the evenings (Opening party, Final Party)

• Co-operation with, for example, Lottery Company - Player Cards

• Invite schools and the school administration to follow the group matches, integrating it to be a part of their educa-tion

• Build special fairs around the Event

• Opening Ceremony outside

Documents

IFF Event Handbook